Administrative Assistant, School of Art
JOB TITLE: Administrative Assistant
DEPARTMENT: School of Art
REPORTS TO: Dean, School of Art
SUMMARY: Reporting officially to the Dean of the School of Art, and on a day-to-day basis to the directors of Photography and Core classes, this position provides organizational and administrative support for the Photography BFA program and for the Core classes in the School of Art and is responsible for carrying out the administrative and technical management of the programs, including implementing and communicating policies and procedures within the programs. Responsibilities typically include communication between the directors and their faculty and outside programs and constituencies, visiting artists and students, as well as supporting and facilitating the directors’ work with various University divisions and offices relating to administration, operational, academic and personnel procedures.
Essential Duties & Responsibilities:
• Supports and assists the directors, faculty and students in the Photography program and in the Core classes
• Schedules and arranges all meetings and travel for the director when needed
• Acts as a receptionist for the Photo program and Core classes when working in these offices
• Maintains in confidentiality all program records and files, including all assessment reports and student reviews
• Coordinates advising schedules for faculty teaching in the program.
• Issues payments for SR3G's and contracts for services
• Under directors’ supervision, updates course offerings information
• Books rooms for courses and events via 25LIVE and communicate to all respective programs
• Prepares purchase orders, reimbursements, and check requests
• Assists the Directors in monitoring Photo and Core classes budget respectively
• Provides assistance with the Photo program’s and Core classes’ special events, trips and meetings
• Provides information to students, faculty, staff, alumni, other offices and the public as required
• Interviews, selects, trains and supervises student workers and handles related paperwork
• Provides new faculty with basic administrative orientation
• Assists in the preparation of reports or special projects
• Other duties assigned as needed
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:
• Minimum two-year college degree/ certification required
• Experience or general knowledge of the visual arts is desired but not required
• One-two years previous administrative experience required
• Computer software, primary: Microsoft Word, Excel, Power Point, Google apps, Adobe Suite, photoshop and illustrator would also be beneficial
• Strong communication skills: written and oral; excellent phone manner
• Capable of maintaining 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 two programs, frequently working directly with the directors of Photography and Core classes
• Organized and able to manage competing priorities- ability to prioritize is a must
• Diplomatic, able to deal tactfully and courteously with students, applicants, faculty, University staff and administrators from Facilities to the President’s Office
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