"Administrative Specialist"

Job Details

Perform administrative duties related to management of the main office for the School of Visual Art & Design (SVAD) such as: directing calls, managing mail and packages, fielding inquiries from the public and students. The administrative assistant should have strong verbal and written communication skills, be responsive to inquiries, and be able to problem solve. This position provides basic administrative support to the Director, Associate Director, Business Manager and to SVAD faculty.

Job Related Minimum Required Education and Experience: Typically holds a high school diploma or GED. Requires 1 or more years of job related experience.

Knowledge/Skills/Abilities:

• Individual must be proficient in MS Word and Excel and in database applications.
• The applicant must demonstrate a strong ability to communicate effectively and maintain good working relationships with diverse university personnel, faculty, staff, students and the public.
• The applicant should also demonstrate strong planning and organizational skills and the ability to maintain confidentiality.

Job Duties:

• The Administrative Specialist serves as the front office administrator of the School of Visual Art & Design. Answers incoming phone calls, distributes mail, logs package deliveries and their distribution to faculty and studios. Receives and directs all visitors and students, and provides general information regarding programs and course offerings. Provides daily support to faculty and staff when issues or concerns arise and works with SVAD staff on a project basis, as needed. Monitors use of office machines and supplies and manages supplies inventory. Maintains and oversees keys to SVAD facilities and monitors key check-out. Communicates with university maintenance and facilities offices regarding building needs and requests. Coordinates and updates the master schedule of events for all of SVAD’s campus and community-based activities and exhibitions, including room reservations through 25Live. (35%)
• Provides basic administrative support to the Undergraduate Student Services Coordinator (communication, data collection) viz. course scheduling and enrollment tracking. (10%)
• Provides administrative support for the Business Manager to include scanning and filing confidential documents, cash receipting and deposits, ordering office and teaching supplies, submitting work orders for the unit, and other tasks as assigned. (20%)
• Assists SVAD faculty and staff with coordination of special events such as Student Awards Day, Student and Visiting Artist exhibitions, receptions and travel accommodations for visitors, and others as needed. (5%)
• Contributes to the overall success of the School of Visual Art & Design and College of Arts and Sciences by performing all other duties and responsibilities as assigned. (5%)
• Provides daily administrative support for the Director to include scheduling appointments and meetings and assistance with special projects. (25%)