Administrative Assistant- K

Administrative Assistant

Schedule: Monday - Friday, 8:30am - 5pm (37.5 hours per week)

Position Summary

The Administrative Assistant provides administrative and operational support to the Department of Art. This position serves as the primary contact for students, faculty, staff and guests, and provides reception for the department. This is a full time, in-person, CWA Union position for the Academic Year (42 weeks per year).

Responsibilities

• Supports the budget operations of the office/department: process invoices; track and compare planned budget to actual expenses; provide notice if out of alignment.
• Provide administrative assistance for meetings, calls, and staffing plans; maintain filing systems and department calendars.
• Support reception/front desk interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies.
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
• Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
• Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
• Responsible for data entry, electronic file maintenance, and running standard reports.
• Assist with arrangements for department guests, which may be for guest speakers, lecturers, and/or candidates for faculty searches. This will include, but is not limited to, travel reimbursements, honoraria, as well as setting up accommodations.

Required Knowledge, Skills and Abilities

• A minimum of two years of administrative support experience or other work experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Word Office suite and ability to learn additional technical systems.
• Strong written and verbal communication skills.
• Ability to interact effectively with a diverse community.
• Ability to sit or stand for extended periods of time.
• Ability to interact socially with others.

Preferred Knowledge, Skills and Abilities

• Four years of administrative support experience.
• Experience working with software systems including finance and accounting systems, payroll, student information systems, or customer relationship management systems.

Compensation: $18.51 per hour.