Administrative Assistant

Administrative Assistant

Position Justification

Position Title - Administrative Assistant

Unit Name - Art and Design

Salary Grade - 3

Number of Months - 12 months

Full-time or Part-time - Full-Time

Hours per week - 40 hours

Proposed Annual Salary, Hourly Rate or One-time payment

Essential Duties - Serves as the initial point of contact and office receptionist for the Department of Art and Design; provides administrative support, routes calls, greets and directs visitors and students, answers program questions. Opens, sorts, and distributes mail. Composes and types general correspondence, letters, reports, and other related documents. Orders studio course lab supplies and equipment each semester; requests payments for honorariums. Assists chair with monitoring departmental budget and oversees budget adjustments and budget transfers. Enters and monitors purchase orders and requisitions. Submits work orders for maintenance and repairs at Summer Hall, conducts building walk-through each semester. Establishes and maintains filing system, following record retention procedures. Maintains adequate level of office, equipment, mail supplies and other inventory; orders when needed. Maintains student academic records and student advisee lists for the program. Maintains appropriate forms for all students' needs, assisting with information and execution. Assists with orientation and/or preregistration. Handles prospective student calls and schedules tours. Maintains necessary program forms and processes. Maintains all program calendars; assists program director by scheduling appointments. Takes minutes at meetings. Oversees the gallery insurance. Helps with on-boarding of faculty and staff, requests keys. Opens and locks the building each day; unlocks and locks the gallery and computer lab each day. Performs other reasonable duties as assigned.

Minimum Qualifications - Education & Experience: High school diploma or GED required; some college or technical school coursework and/or practical knowledge required Requires more than 1 year of administrative/ or similar experience in a professional office environment Other Skills & Abilities: Proficient with Microsoft Office Suite Strong communication and interpersonal skills Ability to organize and prioritize work Ability to work collaboratively with students, employees, etc. throughout the campus community Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and regularly required to use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 60 pounds with a dolly. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Job Description Summary - Performs receptionist, administrative and office management duties required for the operation of the Department of Art and Design.