VCUarts Art Foundation Program Administrative Assistant & Communications Coordinator; Non-Benefited

VCUarts Art Foundation Program Administrative Assistant & Communications Coordinator (Non-Benefited)

The Art Foundation Program Administrative Assistant & Communications Coordinator supports daily operations for AFO faculty, staff, and students. Primary responsibilities include managing front-desk operations, coordinating program communications with students, faculty, and external contacts, overseeing social media, organizing events, maintaining calendars and databases, providing excellent customer service, and supervising a student staff of 6 to 10.

Reporting to the Program Coordinator, this role requires strong customer service, administrative, organizational, and communication skills. The position represents the program and school to students, faculty, staff, and prospective students and families.

Schedule:

29 hours per week. Availability is required Monday through Friday, 8:30 am to 6:15 pm; occasional weekend availability may be required for special events. The schedule is coordinated with the Art Foundation Program Coordinator and the Facilities & Equipment Coordinator.

Organization Structure

The Program Coordinator supervises the Administrative Assistant & Communication Coordinator, and the Administrative Assistant & Communication Coordinator supervises the day-to-day duties of student workers with the assistance of the Facilities & Equipment Coordinator.

Job Duties:

• Communications:

  • Serve as the first point of contact for all in-person and phone inquiries.

  • Manage the program email account and respond promptly to inquiries.

  • Manage the communications calendar to ensure timely delivery of messaging across all platforms.

  • Manage the program's Instagram page and develop relevant content to encourage engagement.

  • Independently promote program events through news posts, VCUarts calendar submissions, social media, and email campaigns.

  • Develop and manage content for print and digital platforms, including animation, illustration, and design.

  • Update semester-specific program signage and files.

  • Track and report on communications engagement.

  • Ensure that all communications and promotional activities adheres to VCUarts brand standards.

  • Provide promotional support for program events and student activities.

  • Independently submits bi-annual updates to the Art Foundation faculty directory.

• Document and Database Management:

  • Managing and organizing shared drives.

  • Support content management for program-level LMS training courses.

  • Support student enrollment tracking and analysis.

  • Support the collection and archiving of faculty documents and materials each semester.

• Manage Student Workers Area:

  • Under the supervision of the Program Coordinator, oversee all student workers.

  • Maintain student worker schedules.

  • Guide student workers on responding to faculty and student inquiries.

  • Collaborate with the Program Facilities & Equipment Coordinator to train student workers on the checkout process.

  • Collaborate with the Program Facilities & Equipment Coordinator to train student workers on equipment use and troubleshooting.

  • Coordinate and train student workers for additional assignments as needed.

  • Cover the front desk whenever a student worker is absent.

• Facilities Area:

  • Oversee the maintenance of all office spaces, including storage areas and inventory of supplies and equipment.

  • Submit work tickets for housekeeping, IT, and facilities as required.

  • Assist with FMD and Building Access Request tickets.

  • Supervise student workers and ensure adherence to safety protocols.

• Program Events:

  • Plan and organize program-level events, and train student workers as needed.

  • Support program-level events such as student socials, shows, and clubs.

  • Assist at the program level with university-wide special events, open house, and new student orientation.

• General:

  • Prompt and professional communication.

  • Good relations with students and faculty.

REQUIRED QUALIFICATIONS:

• BFA degree or equivalent combination of education, training, and relevant professional experience in the arts.

• Experience in graphic design or illustration, which can include internships and freelance work.

• Strong working knowledge of Adobe Creative Suite (Photoshop, Illustrator, and InDesign).

• Proficiency with Mac OS and…