Lecture & Arts Programming Coordinator & Assist to Deans'' Office

Job Description Job Description Title: LECTURE & ARTS PROGRAMMING COORDINATOR AND ASSISTANT TO DEANS’ OFFICES Reports To: ASSISTANT TO THE DEAN DUTIES: To provide administrative support to staff, enabling them to focus on core responsibilities of their jobs. ESSENTIAL FUNCTIONS & RESPONSIBILITIES: Organizes two art shows a semester for the Peterson Art Gallery, with a mixture of student and community shows, plans receptions, and supervises arts programming student assistant (including keeping track of hours). Manages the arts programming budget (includes gallery, studio, and workshop costs). Organizes 4-6 art workshops a year by contacting and contracting with local and regional artists as well as facilitating student-run art workshops. Oversees student art studio, including purchasing supplies, managing the budget, and checking for cleanliness. Manages Dean’s and the Buchanan Forum Lecture Series including sending formal invitations, making room reservations, ordering catering, keeping track of travel plans, preparing reimbursements and honoraria. Manages the Bart House reservation calendar and makes sure the house is stocked. Coordinates with security and prepares welcome letters for guest arrivals. Provides administrative assistance to the Assistant Dean by facilitating the Freshman Advising Program, keeping track of student absences, planning and facilitating annual events. Provides graphic design services for Dean’s Office and Assistant Dean through the creation of media for various events. Supervises the Dean’s Office work-study student in the editing of the college’s weekly event calendar (Ephemera) in Localist. Assists with the algebra exam process and maintains a record of which students have passed and which students have not passed. Facilitates the scheduling and publicizing of Academic Study Groups led by students. Helps manage appointments for Assistant Dean, and as needed, Dean. PERFORMANCE MEASUREMENTS: To provide timely, accurate, professional administrative support. To keep relevant information confidential. To maintain a professional work environment and businesslike appearance. KNOWLEDGE AND SKILLS: Two years to five years of similar or related experience. (1) A two year college degree or (2) Completion of a specialized course of study at a business or trade school or (3) Completion of a specialized and extensive in-house training or apprenticeship program. Work normally involves contacts with persons beyond immediate associates generally regarding routine matters for purposes of giving or obtaining information which may require some discussion. Outside contacts take the form of service to the public (visitors or vendors) requiring ordinary courtesy in providing assistance and information. Excellent organizational and editing skills; strong typing skills; proficiency with Microsoft Office, including Excel, Access, Outlook and Word. Experience with graphic design software and InDesign desired. Experience with art galleries and/or museums preferred. Able to lift up to 40 pounds and climb stairs. COMPENSATION: Grade 9 (Hourly rate $19.96)