Fine Art - Adjunct

Summary 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. This position is responsible for organizing, maintaining, and processing departmental records; coordinating office operations and activities; supporting daily administrative functions; and assisting with departmental programs, projects, and events. The Department Secretary also collaborates on college-wide initiatives and provides administrative and logistical support for CAVAD events, programs, and operational needs as assigned by CAVAD leadership. Essential Duties And Responsibilities Include the following. Other duties may be assigned. 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. Coordinates and maintains 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. Coordinates and supports departmental and college events, including lectures, exhibitions, program reviews, recruitment and admissions activities, Summer Academy programs, and other CAVAD-sponsored initiatives and events. Creates, coordinates, or assists in the development and distribution of marketing materials, promotional content, and departmental communications. 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. Performs additional duties and responsibilities as assigned to support the operational and strategic needs of the College of Architecture, Visual Art and Design (CAVAD). Supervisory Responsibilities This position has no supervisory responsibilities. Other Knowledge Skills And Abilities To perform this position successfully, an individual must be able to effectively carry out all essential duties. The following requirements outline the knowledge, skills, and abilities needed for the role: Demonstrated commitment to living out and upholding the University’s Christ‑centered mission and values. Proficiency in the use of personal computers and standard office productivity software, including Microsoft Office applications and related administrative systems. Thorough knowledge of business English, grammar, basic mathematics, and modern office practices, procedures, and equipment. Strong written, verbal, and interpersonal communication skills, with the ability to communicate professionally and effectively with diverse audiences. Ability to gather, organize, analyze, and maintain data and records, and prepare accurate reports, correspondence, and other administrative documents. Excellent organizational, time-management, and prioritization skills, with the ability to manage multiple projects and deadlines while maintaining a high level of accuracy and attention to detail. Demonstrated customer service skills, including professional telephone etiquette and a commitment to providing responsive and courteous service. Ability to establish and maintain effective working relationships with faculty, staff, students, alumni, donors, community partners, and the public. Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism. Ability to work independently with minimal supervision while also contributing effectively as a collaborative member of a team. Strong problem-solving skills, initiative, and adaptability in a dynamic academic environment. Ability to coordinate events, manage logistical details, and support a variety of departmental and college-wide initiatives simultaneously. Demonstrated ability to interpret and apply university policies, procedures, and administrative guidelines. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to sit, stand, walk, speak, hear, and use hands and fingers to operate a computer keyboard, telephone, and other standard office equipment. The employee is frequently required to reach with hands and arms and may occasionally stoop, bend, lift, carry, or move materials and equipment weighing up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Effective verbal and written communication skills are required to interact with faculty, staff, students, and external constituents in person, by telephone, and through electronic communication. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Work is primarily performed in a standard indoor office and academic environment. The noise level is typically moderate and may vary depending on departmental activities, events, and student engagement. The position may require occasional attendance at departmental, college, or university events, including activities conducted outside normal business hours. The employee may have periodic interaction with studios, classrooms, galleries, and event spaces in support of departmental operations. Exposure to adverse environmental conditions and safety hazards is minimal. Education and/or Experience 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.