Department and Student Affairs Assistant, CMS and MADD

Department and Student Affairs Assistant

The Department and Student Affairs Assistant provides vital administrative, student affairs, and financial support to the Cinema and Media Studies (CMS) Department, including the MADD program; serving primarily undergraduate student populations and graduate student populations secondarily. Working in close partnership with the CMS and MADD Administrators, this position serves as a key administrative contact for the Chair, administrators, and the Directors of Undergraduate (DUS) and Graduate Studies (DGS). This role also contributes significantly to undergraduate student outreach and programming by supporting efforts to grow enrollment, developing creative initiatives, managing online and campus-wide promotions, organizing events, and fostering alumni engagement. Responsibilities also include advising students on academic requirements, gathering feedback on department procedures, and connecting them with appropriate departmental resources. Additional duties include processing reimbursements and payments as well as maintaining departmental records and directories.

Responsibilities include:

• Brings creativity and energy to outreach efforts aimed at growing the number of undergraduate majors and minors in CMS and making the department a vibrant place to study.
• Processes a high volume of financial transactions, including reimbursements and payments for academics, visiting faculty, students, vendors, project consultants, grants, GEMS activities, departmental awards, student stipends, honoraria, department invoices, and event-related expenses.
• Develops engaging programming, community and online promotions, and alumni outreach.
• Manages record of financial purchases, account balances, and spending via a tracking spreadsheet; provides regular updates on accounts, troubleshoots and reconciles financial transaction concerns; elevates issues as needed.
• Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
• Provides support to the Director of Undergraduate Studies (DUS) in CMS and MADD and Director of Graduate Studies (DGS) in CMS.
• Works with the college advising office to promote courses and consult on department/program requirements.
• Supports the DUS of CMS and MADD with gathering feedback and advising on program requirements and procedures, faculty advisor selection, course selection, and study abroad; and is available to students for drop-ins as necessary.
• Organizes and facilitates undergraduate open study hours, student Q&A and panels, and portfolio, capstone and thesis support sessions.
• Assists curriculum planning process by soliciting faculty course proposals, analyzing departmental curricular needs, developing a map of course offerings, promoting classes to students, and tracking enrollment.
• Supports admissions, academic review, and course submission processes.
• Works with the Director of Undergraduate Studies, CMS and MADD, to update their respective College catalog pages.
• Works with Registrar to coordinate graduate workshops and events.
• Partners with CMS/MADD faculty, administrators, and student workers to organize at least two undergraduate events per quarter, including open houses, information sessions, end-of-year celebrations; undergraduate recruitment events; and other departmental events.
• Assists with event promotion and communications, using listservs and other means to ensure necessary information reaches CMS and MADD faculty, graduate students, and undergraduate students.
• Coordinates with administrators and event organizers, particularly with the Film Studies Center, Doc Films, Fire Escape Films, the MADD Center, the Undergraduate Game Design RSO, as well as others across campus to develop and promote collaborative or co-sponsored events.
• Assists with event logistics.
• Supports occasional evening events.
• Updates faculty and student profiles, event pages, departmental directories, listservs, websites, wikis, and internal documents.
• Manages daily office operations, answers phone/emails, greets visitors, maintains office equipment, orders supplies.
• Maintains and updates calendars for department-controlled rooms, coordinating use for classes, workshops, and events.
• Gathers data and prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Manages department email accounts, including but not limited to, View email address on click.appcast.io, View email address on click.appcast.io, and View email address on click.appcast.io.
• Documents, categorizes, and archives department procedures, courses, and events.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications include at least 2 years office administration experience, exposure to higher education work environment supporting faculty and/or students, interest in cinema or media studies, and proficiency in word processing, spreadsheets and database programs.

Preferred Competencies include responding clearly and knowledgeably to inquiries and troubleshoot issues, maintaining professional relationships and communications with faculty, students, and administrators, writing clearly and succinctly, organizational skills, properly identifying and adjusting priorities while executing multiple tasks simultaneously, handling sensitive and confidential information with tact and discretion, and flexibility to adapt to organizational changes and willingness to learn.

Application Documents include Resume/CV (required) and Cover Letter (required).