Administrative Coordinator - Sam Fox

Special Projects Assistant

The Special Projects Assistant reports directly to the Director of the College & Graduate School of Art and is a key contributor to the management of the College supporting the teaching and production of art and design. This position manages course scheduling and works with faculty on curricular development. They manage the jurying and distribution of student awards including organizing the annual awards ceremony. They manage special college initiatives both inside and outside the Sam Fox School, including those with students, the public and outside venues. They serve as staff on several key faculty committees helping ensure continuity from year to year, keeping an archive documenting all projects managed. This position advances the Sam Fox School's academic mission by strengthening its connection with students, faculty, alumni and the general public.

Primary Duties & Responsibilities:

Curricular Activities:

• Manage annual course planning process with chairs and director.
• Responsible for final distribution, scheduling and location of all classes annually
• Serve as a primary liaison with the Office of Curriculum and Academic Operations and Director's office, managing and tracking all schedule changes.
• Assist in auditing College of Art faculty syllabi to ensure requirements are met on a semester basis.

Curriculum Committee Staff Support:

• Point person for faculty questions about curriculum process.
• Liaison between Chairs and Office of Curriculum and Academic Operations to ensure curricular and academic integrity of all proposals.
• Provide initial review of all curriculum proposals prior to Director and Office of Curriculum and Academic Operations review.
• Edit and update proposals as needed throughout review process.
• Assist with writing, formatting, and revising curriculum proposals for the Bulletin.
• Help administer faculty committee and decisions including note taking, vote recording, communications with office of Academic Operations.

Student Projects:

• Manage jurying of special student awards:
• Organize advertising and calls for applications including review process, final selections and communications to finalists, applicants and when relevant, host institutions.
• Serve as staff, first point contact person and resource for juries.
• Manage processing or purchasing of awards.
• Manage annual student award ceremony, coordinate with chairs:
• Manage data on awards and recipients from multiple offices.
• Process award payments.
• Gather student work images, draft script, reserve venue, coordinate audio visual, send invitations, purchase and stage reception, communicate with all parties including communications office.
• Compose and conduct student exit interviews.

Additional Projects:

• Organize all College of Art visiting lecture visits and faculty lectures (excepting those organized by the graduate programs):
• Serve as staff for visiting lecture committee.
• Draft honorariums, make hotel arrangements, alert communications office and dean's office, coordinate itinerary, reserve venue, and process visitor payments.
• Process payments for undergraduate classroom visitors.
• Manage all special projects including conferences, accreditation site visits, retirement celebrations, and other projects as needed:
• Including travel arrangements, room reservations, venue reservations, communication with all parties including communications office.

General Support:

• Assist the director in miscellaneous writing.
• Assist in managing the general Bixby office suite including ordering, office supplies, etc.
• Participate in regular meetings with three other College of Art staff members to ensure communication and support.
• Archive for historical reference all projects managed.
• Be of support for new academic programs.
• Other duties as assigned.

Working Conditions: Job Location/Working Conditions:

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort:

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment:

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications /Professional Licenses :

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

Preferred Education/Experience

• Bachelor's degree and 3-5 year's experience working in higher education administration, student services and/or graduate or undergraduate art programs.
• Experience managing confidential student records.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications /Professional Licenses :

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Computer Literacy, Copy Editing, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Organizing, Supervision, Workday Software, Writing

Grade

G08-H

Salary Range

$21.17 - $32.85 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email View email address on click.appcast.io or call the dedicated accommodation inquiry number at View phone number on click.appcast.io and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal:

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness:

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family:

• We offer 4 weeks of caregiver leave to bond with your new child.

Washington University in St. Louis