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VISUAL ART, DESIGN & COMMUNICATION - Admin Asst VisualArtDesignComm

Job Classification

  Hourly Full-time (35-40)

Position summary

Supports Department Chair in providing quality programs by assisting in ways specified below. Major responsibility and authority are carried in the following areas. This person functions as team leader in administrative, financial and operations of the department.

Qualifications summary

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.

Duties and responsibilities

Administrative:         50 %

Assists with assessment, self-study and accreditation activities and coordinates the collection of all material for Andrews University assessment, department assessment and self-study, and the North Central Association's (NCA) accreditation documents. Assists the Department Chair in monitoring all activities

 Maintains department files, including curriculum files, student academic files, faculty/staff personnel files, financial files, textbook order files, updated office/lab equipment and inventory files, assessment, self-study and accreditation files.

 Prepares for the planning days for both undergraduate and graduate programs.

Coordinates the information between department and university administration.

Coordinates and schedules appointments; manages correspondence for the Chair and briefs the Chair on information from faculty, staff, and students.

Carries primary responsibility for the format and proof-reading of all printed documents.

 Assists the Chair in arranging in-services and faculty/staff development activities.

 Coordinates and processes professional memberships and attendance at conventions.

Assists the Chair by updating the following manuals/handbooks for: undergraduate and graduate students, administration, and self-study on an annual basis.

Submits bulletin copy, class schedule copy, and class schedule changes.

Assists Chair in monitoring the professional behavior evaluation for undergraduate and graduate students. Prepares for the undergraduate grade reviews and monitors the progress of graduate program students.

Manages all arrangements, confirmation, and financial paperwork for all contract faculty and guest lecturers.

Coordinates with the Dean's office for the preparation of Course Outlines with regular and contract  faculty at the beginning of each academic term.

 Coordinates the annual update of curriculum vitae and resumes for all regular faculty and contract faculty.

 Requests course evaluations from the CAS Dean's office at beginning of each term.

Collects, files according to guidelines, and distributes the tabulated course evaluations results.

Prepares and processes annual faculty and Chair Evaluations.

Prepares and processes annual undergraduate and graduate exit interviews to prepare the annual Strategic Planning Recommendations and Follow-up Report.

Serves as primary program receptionist and triage.

Assists contract teachers with orientation to the department policies and procedures, equipment needs, and secretarial duties.

Submits textbook order forms to bookstore.

Orders desk copies from publisher as requested by faculty.

Assists faculty with arrangements for room set-up, approved activities off campus, and proctoring of make-up tests and exams.

Oversees distribution of mail to faculty.

Maintains contact with interested and potential students and advises relevant faculty.

 Orders, receives and maintains teaching and office supplies for faculty and classrooms.

 Maintains office equipment, service contracts and initiates service calls.

Financial:                                                                            20%

Assists the Department Chair in generating and monitoring program budgets.

Coordinates the reimbursement process for all contract faculty, graduate assistants and student workers.

Processes program expense reports per department record management guidelines.

Advises and assists with financial processes for the Comm Club activities and Awards Evening,

Coordinates and processes student scholarship awards.

Processes donations and disbursements of private gifts and contributions.

Processes all department purchase requisitions, and check requests.

Monitors and approves invoices for payments.

Time keeper—monitors labor hours for staff, student workers and graduate assistants.

Manages department petty cash.

Submits monthly department credit card statements with collected receipts.

Student Services/Activities         10%                                                   

Handles specific student concerns and assists students to make appointments with the Chair, faculty and/or their respective advisors.

Supports student organized activities

Maintains an up-to-date bulletin board and file of scholarships available for communication students.

Collects and maintains resources on opportunities for practicums, internships, volunteer work and jobs.

Currates artwork over the bridge between Nethery and Buller.

Committee Assignments:   10 %

Serves as recording secretary for the:

Faculty Meeting

Graduate Sub-committee

Other committees as needed

Serves as a member of the department's recruiting committee.

 

 

Supervisory responsibilities

SUPERVISORY RESPONSIBILITIES  10 %

Manages department graduate assistants and student workers.

Assists the chair to identify and supervise department responsibilities of students, staff, and faculty.

Qualifications

Exemplifies a Seventh-day Adventist Christian lifestyle.

Demonstrates a commitment for Andrews University and its quality Communication Department.

Demonstrates the attributes of a skilled team player.

Indicates self-confidence and a positive attitude with an outgoing personality.

Enjoys working with people individually and in groups.     

Evidences the ability to focus and learn quickly.

Displays exceptional time management and organizational qualities.

Demonstrates ability to work on multiple projects with frequent interruptions.

Exhibits computer proficiency in word processing (preferably Microsoft Word), spreadsheets and database.

Demonstrates advanced editorial, proof-reading and document formation skills.

Exhibits the ability to compose original letters and other correspondence with given information.

Types a minimum of 50 wpm with 100% accuracy.

Demonstrates fiscal acuity. 

EDUCATION and/or EXPERIENCE

Baccalaureate degree or equivalent. In the absence of a four-year degree, a person with less education but who has management experience and an exemplary work history that includes demonstrated skills in word processing, spreadsheets, and database may be considered.

Technical competencies

Able to read, create and maintian financial spreadsheets.

Proficiency in Microsoft Office.

Interpersonal interactions

 

Cognitive Skills

Receive, interpret, remember, reproduce and use information in the cognitive, psychomotor, and affective domains of learning to solve problems, evaluate work, and generate new ways of processing or categorizing similar information.

Communication Skills

Effectively communicate information and safety concerns with other students, teachers, peers, staff and personnel by asking questions, giving information, explaining conditions and procedures.

Receive and interpret written communication in a timely manner.

Behavioral Skills

Maintain general good health and self-care in order to not jeopardize the health and safety of self and individuals with whom one interacts.

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. 

Must be able to lift 50 pounds independently

Receive visual and auditory information from faculty, staff, students and guests

Work at a computer for 6-8 hours per day

Navigate one flight of stairs

Work environment

WORK ENVIRONMENT

Works primarily indoors in a professional academic office with open space and multiple staff. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.