JOB TITLE: Administrative Assistant
DEPARTMENT: Art + Design Education & Museum Studies
SUMMARY: Reporting directly to Directors, the Administrative Assistant provides organizational and administrative support for two Masters Programs: Art + Design Education and Museum Studies. This position is responsible for carrying out the administrative and technical management of the programs as well as the needs of their associated programs, including implementing and communicating policies and procedures within the programs. Responsibilities typically include communication between the Director’s office and the Dean’s office as well as various University divisions and offices relating to administration, fiscal, operational, academic and personnel procedures.
Essential Duties & Responsibilities:
• Supports and assists the directors, faculty and students within the programs.
• Schedules and arranges all meetings and travel for the directors.
• Acts as a receptionist for the programs.
• Maintains program records and files, including student and faculty files. Handles these in a confidential way when necessary.
• Maintains schedules for faculty and mentors in the programs.
• Coordinates advising schedules.
• Updates course offerings information.
• Prepares purchase orders, reimbursements, and check requests.
• Assists the directors in the preparation of budget and helps monitor the budget.
• Provides assistance with the program’s special events, trips and meetings.
• Interviews, selects, trains and supervises student workers.
• Provides information to students, faculty, staff, alumni, other offices and the public as required.
• Assists in the recruitment of faculty through the organizing of Search Committees, etc. Provides new faculty with administrative orientation.
• Assists in the recruitment of new students and handles administration for transfer students in the programs.
• Assists in the preparation of reports or special projects.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
Education & Experience:
• BA or BS College/University Degree or equivalent in experience, experience in the art field is beneficial
• Computer software, primary: Microsoft Word, Excel, Power Point, Google apps, Adobe Suite
• Strong communication skills: written and oral; excellent phone manner
• Capable of maintaining or supervising the input of information in institutional data bases, including but not limited to budgets, prospective student lists, communications documentation
• Capable of handling day-to-day operation of the Programs, frequently working directly with the Directors
• Organized and self-motivated, work as part of a team and able to manage competing priorities
• Diplomatic, able to deal tactfully and courteously with students, applicants, faculty, University staff and administrators from Facilities to the President’s Office
• Some evening and weekend hours may be required during peak activity periods
ABOUT THE UNIVERSITY:
The University of the Arts—a leader in developing visual and performing artists and designers since 1876—is the only university in the United States that allows its students to collaborate across traditional lines. With more than 30 majors, 30 minors and 13 graduate programs in visual arts, performing arts, design and liberal studies, UArts develops alumni who are not only leaders in their disciplines, but also creative thinkers able to succeed in any path they choose. Our nearly 1,900 students study and create on our campus in the heart of Philadelphia’s Avenue of the Arts, the city’s cultural center, within walking distance of hundreds of galleries, museums, theaters and other performing arts venues.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
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THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER