Academic Administrative Assistant, Visual Arts / Art History And Visual Culture

Basic Function

Provides general administrative support to the Art History and Visual Culture and the Studio Art/Visual Arts Departments. Acts as a primary point of contact for both departments and oversees spaces in the Bryant Arts Center. Manages departmental records and logistics and provides administrative and course support to faculty for both departments. Assists department chairs with annual budgets and other fiscal needs and provides support for special events. Supervises students. Performs other duties as needed.

Essential Job Functions

Acts as a primary point of contact for both departments and oversees spaces in the Bryant Arts Center:

• Answers the office phone, takes messages, and answers questions from parents, students and the outside community.

• Maintains departmental calendars and secures room requests for meetings. Prepares office space for new faculty.

• Initiates and follows through with work orders concerning maintenance or IT issues in the Bryant Arts Center, classrooms, and outside grounds.

• Arranges for equipment repairs.

• Generates student building access lists at the beginning of each semester.

• Specific to the Visual Arts Department: works with chair and Studio Art/Visual Arts Technician in maintaining and upgrading studio spaces particular to Visual Arts.

• Provides support for departmental events including securing space, communications, and catering. Makes travel arrangements for visitors and assists with the development of itineraries. Creates basic promotional materials for department events.

Manages departmental records and logistics and provides administrative and course support to faculty for both departments:

• Maintains and organizes data and documentation regarding department and course offerings, course syllabi, enrollment, student records and major/minor lists, emails distribution lists, curriculum information, etc.

• Provides information for course offerings and room preferences to the Registrar.

• Assists chairs in submitting class schedules for fall and spring semesters.

• Attends faculty meetings and records the minutes.

• Processes reimbursements for faculty purchases, travel reports, and for student research grants.

• Purchases departmental supplies and equipment and manages the purchase orders.

• Assists with faculty job searches.

• Specific to Visual Arts Department Needs: Due to the unique nature of Studio Art/Visual Arts as a department with equipment specific to art production and maintenance of studios, the functioning requires constant attention.

• Organizes and maintains records and files, including syllabi, grading rubrics, abstracts, etc. Purchases and maintains office and course supplies. Maintains department calendar and secures room requests for meeting.

• Maintains data and documentation regarding department and course enrollment, emails distribution lists, curriculum information, and course offerings.

• Provides information for course offerings and room preferences to the Registrar.

• Assists departments with assessment exams including purchasing, scheduling, compiling, and being a first point of contact for students.

• Updates department web pages, and information including course, faculty, and major/minor information.

• Provides marketing support by ensuring brochures are on-hand and accurate.

• Provides administrative support to faculty by providing information and preparing various materials for courses and/or publication.

• Enters governance proposals into the PROM system.

• Prepares office space for new faculty.

• Provides logistical support for all department faculty in professional development travel.

Assists department chairs with annual budgets and other fiscal needs and provides support for special events. May include joining departmental trips with students:

• Maintains and balances departmental budgets, including the Studio Art department's 22 budget lines.

• Contacts visiting artists and speakers and arranges for travel, accommodations, and honorariums (approximately 20-25 per year for both departments together).

• Arranges, facilitates, places food orders, and promotes departmental events, opening art receptions, artist talks, open houses, student events, alumni events and informational meetings. Approx. 20-25 per year.

• Arranges travel, transportation and details for class field trips (tickets, hotels, etc.) in particular the yearly NYC trip for senior Studio Art/Visual Arts majors and the yearly junior Studio Art/Visual Arts trip to a city in the Midwest and annual trip to Washington DC or New York for the Art History & Visual Culture program.

• Specific to Visual Arts Department Needs: Collaborates with the Director for Collaborative Technologies in managing opportunities (exhibitions/event) within the other departments in the Fine Arts.

• Processes invoices, procurement charges, processes all check requests, reimbursements, and transfers for the departmental accounts. Monitors/tracks, reconciles and/or move funds within assigned budget. Maintains budget logs and verifies for accuracy. Assists department chair with annual budget and submits annual operating budget, capital budget, and personnel requests for the department chair.

Supervises students:

Facilitates the hiring of student workers for both departments and approves the hours for approximately 20 students.

Performs other duties as needed, such as:

Attends university training meetings and workshops, staying up to date on changes in university policy and technology upgrades.

Serves on committees as desired and needed.

Minimum Qualifications

High school degree

Preferred Qualifications

Bachelor's degree