VISUAL ART & DESIGN - Admin Assistant

Job Classification

  

Position summary

Our administrative assistant will oversee all general operations for the Department of Art & Design. Working under the direct supervision of the Chair, this position provides organizational support and is responsible for a wide variety of tasks. The ideal candidate will be able to thrive in a busy and diverse environment, maintaining a calm composure while also being strategic in personal time-management and office process improvements.

Qualifications summary

• Experience in an office environment; Andrews University experience preferred


• Should have a 4-year degree or equivalent job experience


• Must be a skilled multi-tasker, yet maintain attention to detail


• Must have excellent communication skills; ability to speak a language other than English is always helpful


• Must be able to work independently, but also know when to ask for more clarification and guidance


• Must work well with diverse groups of students and faculty


• Should know how to use Microsoft Outlook, Word, Excel, and Adobe; web experience is a plus

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Administrative support to the Chair

1. Calendar scheduling, coordinating appointments, and arranging travel schedules and flight reservations


2. Typing email and hard copy correspondence


3. Answering the phone for the Chair and the main office


4. Collecting and analyzing data from the Art & Design faculty


5. Processing student and faculty forms


6. Creating and updating department documents as requested by Chair

Assistance to Art & Design faculty

1. Assists faculty with AV equipment as needed in Nethery and Buller


2. Notifies faculty of CAS events and meetings


3. Helps with textbook ordering and FAR reports

General office management

1. Greeting and assisting students and off-campus visitors


2. Assisting with recruitment: talking with potential students on the phone and mailing recruiting information to potential students


3. Managing the Art & Design website and Facebook page, the shared drive, and the listserv


4. Organizing and maintaining files for faculty, correspondence, student issues, and other records


5. Ordering office supplies


6. Opening and routing incoming mail

Building manager for Harrigan Hall, Smith Hall, and Art & Design Center

1. Manages room reservations in three buildings for non-course-related events


2. Notifies Plant Services and Custodial of building problems and creates work orders


3. Submits building opening/closing schedule each semester to Campus Safety

Supervisory responsibilities

Administrative Assistant may be asked to hire and supervise some student workers.

Qualifications

• Experience in an office environment; Andrews University experience preferred


• Should have a 4-year degree or equivalent job experience


• Must be a skilled multi-tasker, yet maintain attention to detail


• Applicant should plan to take HR office skills test

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Should know how to use Microsoft Outlook, Word, Excel, and Adobe products


• Web design experience is a plus

Interpersonal interactions

• Must have excellent communication skills; ability to speak a language other than English is always helpful


• Must be able to work independently, but also know when to ask for more clarification and guidance


• Must work well with diverse groups of students and faculty

Physical demands

There should be few physical demands in this job.

Work environment

Will be working in a somewhat isolated location that should be fairly quiet, though it will be close to the department chair's office.