Administrative Assistant, Department of Art and Design

General Statement of Job The Art Department Administrative Assistant keeps official department records and relieves department chair faculty andor staff members of clerical and administrative work by performing the following duties

Specific Duties and Responsibilities Essential Duties Manages department chairs calendar and independently schedules appointments

Screens incoming calls and correspondence and responds independently when possible

Serves as receptionist for department and Spiva Gallery by telephone and in person

Arranges programs events gallery receptions or conferences by arranging for facilities and caterer issuing information or invitations coordinating speakers and controlling event budget

Directs preparation of records such as syllabi classroom handouts exams department meeting minutes class rosters grade reports mass mailings and Human Subject Research Forms Takes and transcribes dictation and composes and prepares minutes of departmental meetings

Prepares confidential correspondence reports and other complex documents

Supervises the photocopying of exams correspondence or other printed materials

May Supervise students taking exams

Creates and maintains database and spreadsheet files

Arranges complex and detailed travel plans and itineraries and compiles documents for travel related meetings

Assists in the student advising process by maintaining student files and advisee lists tracking first timefull time freshmen for retention completing graduation papers and organizing letters of recommendation

Assists in the student registration process by entering new course schedules updating faculty to online registration system manages waiting list of students for high demand courses and follows through with student when opening occurs

Orders and maintains office supplies laboratory studio gallery and classroom equipment audiovisual equipment and library of films

Tracks departmental and gallery budget information

Coordinates Student Evaluation process

Assists with student department clubs and Honors Convocation Maintains department bulletin board

Responsible for recruiting training and supervising of student workers

Other duties may be assigned

Education Experience and Licenses High School diploma or GED required One year certificate in secretarialoffice management from accredited college or technical school; or one to two years related experience andor training; or equivalent combination of education and experience Knowledge

Skills and Abilities

To perform this job successfully an individual must be able to perform each essential duty satisfactorily The requirements listed below are representative of the knowledge skill andor ability required Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Ability to read analyze and interpret common business and technical journals financial reports and legal documents

Ability to respond to common inquiries or complaints

Ability to effectively communicate both verbally and by written means at a very high level

Ability to make ethical decisions in doing what is best for both students and the University Ability to effectively present information to administrators faculty staff regulators students public groups andor Board of Governors Ability to calculate figures and amounts such as discounts interest proportions and percentages

Ability to define problems collect data establish facts and draw valid conclusions

Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables

Ability to effectively operate a computer Microsoft Office e mail and internet skills

Ability to use or quickly learn the Purchase Order Student Data Scheduling Assessment and other software systems

Ability to effectively use a variety of office machines such as scanner photocopier multi line telephones etc Ability to maintain highest level of confidentially

Physical Demands Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions While performing the duties of this job the employee is regularly required to use hands to finger handle feel or use a computer keyboard and talk or hear The employee frequently is required to sit The employee is occasionally required to stand;

walk; reach with hands and arms; climb or balance; and stoop kneel or crouch The employee must occasionally lift andor move up to 50 pounds Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus The noise level in the work environment is usually moderate NOTICE The above job profile does not include all essential and nonessential duties of this job All employees with disabilities…