Position Summary and Duties Program Assistant to the Fine Arts Department composed of 5 different disciplines in Visual and Performing Arts.
The Fine Arts Department seeks a Program Assistant to support administrators and faculty in the Art History, Music, Photography, Studio Arts, and Theatre disciplines. Some duties include:
Receive and screen correspondence and visitors and direct them to the appropriate section of the department.
Prepare and send correspondence, reports and other documents as requested by the Department Chair.
Independently handle procedural and substantive matters and inquiries or refer visitors and callers to others, as appropriate.
Take notes, prepare agendas, copy and distribute agendas, minutes and handouts for committee and other meetings, as requested.
Maintain electronic and paper files for the Department. Make facilities and equipment requests (repairs, etc.) as needed.
Coordinate administrator set-up of computer, email and network access, distribution lists, and telephone equipment as necessary.
Independently perform required administrative follow-up and recordkeeping.
Assist with developing marketing and publicity materials for numerous events.
Maintain department website and Instagram page.
Recruit, interview, hire and train student employees. Supervise student employees; coordinate and schedule work assignments, delegate work, and evaluate performance, etc.
Assist in preparing and administering departmental budget.
Coordinate timely payment of department invoices for consulting services and supplies/equipment through the Accounts Payable office.
Required Qualifications Associates degree and at least 3-5 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience.
Proficiency with Microsoft Office, some Adobe Suite experience, and social media.
Excellent written and oral communication ability, efficient work habits, strong organizational skills, and a superior attention to detail.
Skills and experience in organizing, planning, and coordinating events with multiple areas of the organization.
Ability to function independently and confidentially while also acting as a member of a team.
Ability to establish and maintain effective working relationships.
Excellent customer service skills and the ability to maintain poise, tact and courtesy while under pressure.
Work may involve the performance of heavier physical tasks such as walking over rough or uneven surfaces, bending, stooping, working in confined space, and lifting or carrying moderately heavy (20 50 pounds) items.
Skill and experience in organizing, planning, and coordinating events within multiple disciplines within the Department.
Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 28 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.