Administrative Assistant, Department of Art and Design

General Statement of Job

The Art Department Administrative Assistant keeps official department records and relieves department chair, faculty and/or staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties

• Manages department chair's calendar and independently schedules appointments.
• Screens incoming calls and correspondence and responds independently when possible.
• Serves as receptionist for department and Spiva Gallery (by telephone and in person).
• Arranges programs, events, gallery receptions, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Directs preparation of records such as syllabi, classroom handouts, exams, department meeting minutes, class rosters, grade reports, mass mailings and Human Subject Research Forms.
• Takes and transcribes dictation and composes and prepares minutes of departmental meetings.
• Prepares confidential correspondence, reports, and other complex documents.
• Supervises the photocopying of exams, correspondence, or other printed materials.
• May Supervise students taking exams.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.
• Assists in the student advising process by maintaining student files and advisee lists, tracking first-time/full-time freshmen for retention, completing graduation papers, and organizing letters of recommendation.
• Assists in the student registration process by entering new course schedules, updating faculty to online registration system, manages waiting list of students for high demand courses, and follows through with student when opening occurs.
• Orders and maintains office supplies, laboratory, studio, gallery, and classroom equipment, audiovisual equipment, and library of films.
• Tracks departmental and gallery budget information.
• Coordinates Student Evaluation process.
• Assists with student department clubs and Honors Convocation.
• Maintains department bulletin board.
• Responsible for recruiting, training, and supervising of student workers.
• Other duties may be assigned.

Education, Experience, and Licenses

High School diploma or GED required. One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
• Ability to respond to common inquiries or complaints.
• Ability to effectively communicate both verbally and by written means at a very high level.
• Ability to make ethical decisions in doing what is best for both students and the University.
• Ability to effectively present information to administrators, faculty, staff, regulators, students, public groups, and/or Board of Governors.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Ability to effectively operate a computer (Microsoft Office, e-mail and internet skills).
• Ability to use (or quickly learn) the Purchase Order, Student Data, Scheduling, Assessment, and other software systems.
• Ability to effectively use a variety of office machines (such as scanner, photocopier, multi-line telephones, etc.).
• Ability to maintain highest level of confidentially.

Physical Demands/Work Environment

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 regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE : The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation. MSSU is EOE employer and utilizes E-Verify employment verification.