DEPARTMENT: College of Arts and Science- Art Department
MONTHS/HOURS: 9.5 months/ 40 hours
STARTING SALARY: 17.64 per hour
INTRODUCTORY PERIOD: Six (6) months
POSTING DATE: 11/19/2020
APPLICATION DEADLINE: 12/11/2020
DESCRIPTION: Under general supervision, provides administrative, clerical and logistics support to the Department of Art. Serves as confidential assistant and functions as the key support staff person in coordination and implementation of the department's day-to-day office operations.
Duties and responsibilities include, but are not limited to:
Assists the Chair in the preparation and timely submittal of course schedules, curriculum changes and yearly budget requests.
Manages department budget, coordinates ordering of equipment, supplies, and materials.
Manages timecard system for adjunct faculty, and interfaces with the CAS Dean's office in hiring documents for adjunct faculty
Maintains department confidence and safeguards operations by keeping information confidential; adheres to all safety and housekeeping policies and procedures. Contributes to Team Effort by accomplishing related duties as needed.
Oversees the operation of Peppers Art Gallery; coordinates with exhibiting artists, supervises production of the exhibitions and receptions; coordinates publicity; responsible for keeping gallery staffed and open during all designated hours.
Provides clerical support for the office such as typing, filing records; sorts and distributes mail; prepares and sends various mailings; prepares all budget documents in support of the department with Accounts Payable, Accounting, Purchasing and Cashiers office; check requests, petty cash and travel reimbursements; copying documents and presentations materials.
Accessible to students and responsive to their needs.
Acts as the external face of the art department, responds professionally to requests of all kinds from on and off campus.
Coordinates information flow to and from students, faculty and campus departments, either by telephone, e-mail or written correspondence.
Maintains one or more databases such as students, adjunct faculty, courses, etc.
Updates and maintains department and faculty information on University website, Art Department website and social media (Facebook, etc.), ensuring the visibility and accuracy of information on all relevant pages (e.g. public directory). Update department website to reflect the exhibit season.
Charges and collects lab fees for the art classes.
Coordinates maintenance and/or repair of equipment with other University departments or outside vendors.
Coordinates set-ups for meetings; calendars for establishing meeting times and locations; prepares room requisition, orders and coordinates refreshments, prepares meeting materials and agenda as required.
Prepares, duplicates and distributes correspondence, syllabi, manuscripts, exams and other documents in support of the department.
Coordinates activities, recommends discipline, hires, trains, and completes performance evaluations of student workers.
Able to keep track of and manage several complex projects simultaneously and with good will.
Performs other duties and special projects as assigned or directed.
Knowledge of /interest in visual art processes and materials a plus.
MINIMUM QUALIFICATIONS: Position requires a high school diploma or equivalent with two (2) years of additional coursework in related fields such as business, secretarial, computer software/word processing and spreadsheet programs or three (3) years of related experience in a similar position. Must be able to work with a high degree of autonomy in decision making; be accessible to students and responsive to their needs. Considerable knowledge of secretarial procedures and word processing, basic math skills and knowledge of record keeping required. Must have exceptional communication, organizational and customer service skills. Ability to interact effectively with on and off-campus contacts and handle multiple tasks with tight deadlines. Must be able to competently interact with a diverse population of students, staff and faculty. In compliance with The Americans with Disability Act, if selected for the interview process and accommodations are needed please call (909) 748-8040.
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