Academic Administrative Assistant, Art/Classic

Job Purpose

The academic administrative assistant will provide a wide range of office management and administrative support for the Department of Art and the Department of Classics. The position will report to the chair of these departments–one will serve as the reporting supervisor. Work involves the frequent exercise of sound judgment and initiative as well as the highest standards of professionalism in all aspects of the work - including the ability to maintain and preserve confidentiality of departmental materials and deliberations. Frequent verbal and written communication is required both within the College and with outside individuals and agencies. The academic administrative assistant will train and oversee student personnel.

Essential Functions

• Oversee the department’s office operations
• Receive and respond to inquiries and welcome guests of the department.
• Distribute mail and packages, following appropriate safety and handling guidelines.
• Event coordination.
• Support faculty searches.
• Support faculty reviews and communications with the Provost Office.
• Arrange work orders with Facilities Services.
• Train and oversee student workers.
• Use a variety of software programs (e.g. Microsoft & Google Office Suites, Workday, & Wordpress), and common office technology.
• Oversee transactions and budgets for multiple unique college cost centers.
• Maintain a credit card account for all departmental purchases.
• Oversee/approve all departmental account transactions within Workday such as direct vendor payments, expense reports, and fund transfers.
• Oversee the ordering of equipment and supplies, including researching pricing and product availability. Work directly with vendors to acquire quotes and place orders.
• Provide support for the elected Division Chair if that individual is a member of a department supported by this position.
• Engage with internal organizations such as Communications, DavisConnects, College Advancement to support co-curricular activities of students in the department.
• Work as part of a collaborative team of Academic Administrative Assistants.

Position Qualifications

Minimum Qualifications:

• High school diploma or equivalent required
• 3+ years of previous administrative professional experience
• Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative
• Attention to detail and accuracy are critical
• Ability to handle confidential information tactfully
• Commitment to support the academic mission and educational goals of the College and the departments/programs being supported
• Strong business English, proofreading, and spelling skills
• Must be able to work independently, exercise judgment and manage projects with minimal supervision
• Highly developed computer skills including extensive experience using Microsoft and Google Office Suite, email and web applications, database applications, WordPress, image editing software (e.g. Adobe Photoshop), as well as an interest in and ability to learn new programs.
• Ability to make an impact through work as a member of a team and diverse community

Preferred Qualifications:

• Some post-secondary education
• Experience with web page creation and maintenance