Program Coordinator, History of Art Department; Part-time

Program Coordinator, History of Art Department (Part-time, 4722C) 86570 Position Summary

The History of Art Program Coordinator is responsible for a wide range of duties essential to the effective operation of the LORFS cluster of departments. The Coordinator prepares travel and entertainment reimbursements, event support and planning, maintains inventory of equipment and supplies, oversees key access to department space, serves as a backup class scheduler, organizes building/equipment maintenance and repairs, and serves as the first point of contact for visitors.

The Coordinator will interact frequently with internal and external staff, faculty, and students, and will have a significant impact on the successful operations of the departments.

• Serves as a preparer in BFS/Bear Buy. Processes invoices and reimbursements, and adds new vendors. Processes travel and entertainment-related transactions and reviews submitted charges for compliance with campus policies. Advises faculty and staff of these policies via posted instructions, emails, and written memos. Assists with budget tracking for events.
• Processes departmental gifts and grants in the campus system for submission to University Relations or Sponsored Projects, coordinating the deposit of funds and the collection of necessary documentation such as donor correspondence and acknowledgments.

• Serves as the initial point of contact for students and visitors to the History of Art Department. Responds to in-person, telephone, and email inquiries, routing questions and requests to appropriate staff or faculty member.
• Oversees office supply inventory and ordering, special orders, mail distribution/Fed Ex, mailbox updates, copier maintenance, building access (including card key access), office key inventory and distribution (including new key orders), bulletin board postings, and assigns tasks to work study student as needed. Responsible for ensuring that orders are placed in compliance with UC Purchasing regulations.
• Develops record-keeping systems as needed for the department. Creates ad hoc reports on various matters. Maintains various department calendars.
• Maintains event information and personnel updates on department websites.
• Manages department mailboxes, mail sorting/delivery.

• Supports faculty, staff, and students in organizing and implementing small events or aspects of larger events. Events may include colloquiums, conferences, meetings, commencement, student-related events, and activities. Establishes deadlines for event planning, identifies event venues, orders catering, and assists with scheduling.

• Responsible for equipment purchasing, maintenance, and repair, inventory, and security. Maintains equipment records using the campus system. Reviews and prepares annual equipment inventory for approval by the department Manager. Places service orders, reviews and updates service warranties, processes insurance forms, and provides security for all departmental equipment. Serves as the key operator for the departmental copier. Contact vendors as necessary to report issues and arrange service.
  
  Reports and requests facilities repairs as needed, interacting with the Library Building Manager's office, Physical Plant, and Facilities Management, and follows through to job completion.
• Serves as backup for the Media Technology Specialist, assisting with computer checkouts.
• Orders supplies and repairs for projection equipment as needed with the Media Tech Specialist.
• Serves as departmental safety officer and liaison with Library Building Manager and Library Safety Coordinator. Maintains departmental emergency supply kit and keeps a current list of all faculty and staff, their office assignments, and contact information.

• Serves as backup by assisting with course scheduling and course evaluations as needed. As needed, answers in-person and telephone inquiries regarding the undergraduate and graduate programs and departmental curriculum.
• Works with faculty newsletter liaison to produce annual department newsletter; duties include soliciting and editing content, acting as liaison with newsletter designer.

• Assists the Department Manager with special projects, including space reorganization/renovation, database maintenance, and researching campus resources/solutions for departmental issues.

• Organizational and oral/written communication skills, as well as strong customer service and interpersonal skills
• Ability to research and resolve problems independently, and follow through on projects and assignments in a timely manner
• Ability to adapt to changing priorities, policies, and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes
• Ability to prioritize work and pay attention to detail
• Ability to learn other software as needed
• Ability to manage…