Department Secretary for Visual Arts and Design

About the role

The Department Secretary for College of Architecture, Visual Arts and Design (CAVAD) at California Baptist University (CBU) provides comprehensive administrative and operational support to the Department of Visual Arts and Design and serves in support of CAVAD leadership.

Responsibilities

• Serves as the primary point of contact and receptionist for faculty, students, staff, and visitors to the Department of Visual Arts and Design.
• Screens, prioritizes, and manages incoming calls, emails, and correspondence, responding independently when appropriate and directing inquiries as needed.
• Covers calendars, appointments, travel arrangements, and meetings for CAVAD leadership and departmental operations.
• Oversees the daily administrative and operational functions of the Department of Visual Arts and Design and supports CAVAD leadership, including mail distribution, office supply management, equipment coordination, maintenance requests, facility scheduling, and the general upkeep of departmental offices, classrooms, studios, and other CAVAD spaces.
• Prepares, compiles, and maintains meeting materials and records, including agendas, notices, minutes, reports, and official documentation.
• Maintains confidential departmental records and files, including student records, adjunct faculty personnel files, and access-related documentation such as keys, access cards, and security codes.
• Drafts, edits, and prepares confidential correspondence, reports, presentations, and other administrative documents.
• Develops, maintains, and updates databases, spreadsheets, and contact lists for alumni, donors, community partners, and other external organizations.
• Assists with the preparation, coordination, and recordkeeping of development, donor relations, and advancement-related communications and activities.
• Supports curriculum review, program development, assessment, accreditation, and strategic planning efforts by compiling, organizing, and maintaining comparative market research and departmental data.
• Provides administrative and logistical support for accreditation activities, program reviews, self-study documentation, and accreditation site visits.
• Collaborates with faculty, staff, students, and campus partners to support the mission, goals, and operational effectiveness of the College of Architecture, Visual Art and Design.
• Supports internal and external student recruitment, outreach, and enrollment initiatives through event coordination, communication, and administrative support.
• Provides administrative support, project coordination, and follow-through for special initiatives, strategic priorities, and projects led by CAVAD leadership.
• Collaborates with faculty, staff, students, and campus partners to support the mission, goals, and operational effectiveness of the College of Architecture, Visual Art and Design.

Qualifications

High school diploma or General Education Degree (GED) required. An associate degree or coursework in business administration, office management, or a related field is preferred. Minimum of one to three years of progressively responsible administrative support experience required, preferably in a higher education or professional office environment; or an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the position.