Job Title: Secretary
Classification: C2
Department: Visual and Media Arts
Updated: July 2021

Job Summary

The Department of Visual and Media Arts seeks a department secretary to join our collegial staff and to contribute to our positive departmental environment and mission. The successful candidate will work closely with the Unit Head, Department Academic Coordinator, Assistant Chairs, and staff to manage departmental operations.

Essential Functions

• Provides organizational, operational, and administrative support for the Department of Visual and Media Arts.
• The Department of Visual and Media Arts seeks a department secretary to join our collegial staff and to contribute to our positive departmental environment and mission.
• The successful candidate will work closely with the Unit Head, Department Academic Coordinator, Assistant Chairs, and staff to manage departmental operations.
• Principal duties include student support and public-facing services and activities, assistance with event planning, general office operations, supervision of student workers, and promotion of department curricular and public programs.
• It is beneficial to understand our departmental disciplines of Art History, Art Education, Studio Art, Photography, and Film/Video Production.
• Experience with web/print design and social media account management are especially desired in addition to other desired qualifications.
• Coordinate and perform regular public-facing duties such as receiving visitors, answering the telephone, taking messages.
• Receive and coordinate all communications including department mail and email.
• Keep students and personnel connected and in communication across multiple facilities and five major programs.
•  Keep information about programs and processes updated and consistent including department calendar and Blackboard site.
• Manage administrative records for the department including major declarations, advisor assignments, graduation audits, course permits, transfer credit evaluations, course syllabi, faculty/course evaluations.
• Use spreadsheets and databases to track project budgets and student progress through the department.
• Edit, proofread, and write documents and reports.
• Record, distribute, and archive meeting minutes and documents.
• Make and confirm travel arrangements and itineraries.
• Coordinate department public image, promotions, marketing, and recruiting for courses, majors, and department through in-person, digital, and print formats: department website, CMS, information displays, materials, student visits, and national and local portfolio reviews.
• Work with others to coordinate event details and promotions for public events and displays of student work including thesis exhibitions and showcases.
• Help plan and facilitate multiple student reviews and admission processes.
• Support supervisors to manage 30 student employees.
• Maintain inventory of department supplies and materials.
• Other duties as they emerge.

Non-Essential Functions

N/A

Required Qualifications

• High school graduate or equivalent.
• Minimum of two years relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Ability to operate office equipment.
• Data entry experience.
• Typing and spelling competency.
• Possess strong verbal and written communication skills.
• Ability to provide quality customer service.
• Ability to work under pressure and meet deadlines.
• Ability to maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

N/A

Supervision Received

Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised

May be responsible for the coordination of work assignments for student employees.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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