Administrative Assistant Art Department

Department: Art.

Reports To: Art Department Chairperson.

FLSA Status: Hourly.

Time Requirements: 20 hours per week, year-round, on a predictable, daily schedule within the weekday hours of 8am to 5pm. Saturdays as required for registration and advising, and gallery openings.

Summary Description: The purpose of the Art Department Administrative Assistant is to aid the faculty and Chairperson of the Art Department with the general business of teaching and administration of the department, and to act as Manager of the Art Department central office.

Functional Description: The Art Department Administrative Assistant will perform secretarial duties for faculty members; aid faculty intra-college and external communication; aid in the management of student advising and student records; aid in the efficient use, management, and safety of the Warren Art Building; aid in the procurement and distribution of art supplies; aid in the management and disbursement of budgets and supplies; aid the Director of Exhibitions with the organization and installation of art exhibits; aid in the functional duties of the Art Department Chair; and act as the typical first greeting of the Art Department to visitors.

Supervisory Responsibilities: May include supervision of some student workers within the department, but not any non-student employees.

Education: High school diploma required; college degree preferred (in any major, with preference given to a college degree in the visual arts).

Experience: Some experience in secretarial work, typing, computer use, digital photography, and/or office management is expected. Experience with art and art materials is highly desired and will be very beneficial.

Required Skills: 1. Good oral, written, and interpersonal communication skills, in the English language. 2. Computer, Internet and typing skills, with familiarity on Macintosh systems (or willingness and ability to learn Mac systems). Experience with Adobe applications Illustrator, InDesign, Photoshop, and Acrobat Professional will be very beneficial.

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. This position requires the ability to walk stairs on a regular basis, to aid faculty and Art programs in a 4-story building with no elevator. This position also requires the ability to walk across campus daily in any normal weather conditions, to retrieve and deliver mail and small packages (of 20-pounds or less). Lifting artwork of various sizes and the signage display board outside the building is also required.

General Information:

Job duties will include, but may not be limited to:

1. Aid Art Department faculty (currently 4 full-time and 2 adjunct) with daily production of written documents, copying, bookkeeping, and other administrative duties.
2. Aid in maintaining and organizing departmental academic advising and related records.
3. Deliver and retrieve campus mail, packages, and small artworks around campus.
4. Scan images for digital projection use in Art Department classes.
5. Maintain departmental databases such as historical art images used in lectures, lists of departmental majors and graduates, slide file lists, list of the permanent collection actual artworks, and records of gallery exhibitions.
6. Aid in communication of departmental events and news within our own building and to the campus and community.
7. Aid in obtaining and maintaining art supplies for classes including moving art supplies up and down 4 flights of stairs, selling small amounts of supplies to students, and aiding with purchase orders and invoices.
8. Aid in maintenance and organization of the Art Department permanent collection of physical artworks.
9. Aid in maintenance and student use of departmental equipment such as digital projectors, cameras, or other tools which students check out for assignments.
10. Aid the Director of Exhibitions with the organization, advertisement, and installation of several art exhibitions each academic year (occasionally this might involve hosting of public receptions at openings of art exhibitions, not to include personally preparing food items).
11. Aid in communication with the University’s office of Maintenance and external Housekeeping, with upkeep and repair requests, to help keep the Warren Art Building safe and functional.
12. Aid in keeping Art Department faculty aware of official University events and requests of the Provost and Administration.
13. Aid prospective students and other visitors to our campus, and possibly tour prospective students around the facilities if/when faculty are not available to do so.
14. Answer phones, answer emails, and greet visitors to the Warren Art Building, and be able to help such callers and visitors properly and professionally.
15. Manage the central office of the Art Department (currently room WAB 107), and the confidential records, office computer, and supplies within this office.
16. Occasionally perform duties to aid individual Art Department faculty members with personal professional research or art-related creative projects.
17. Attend all Information Technology and Datatel training sessions to stay current on information systems used within and for campus reporting and maintain a working knowledge of campus intranet (EagleNet) Canvas, and other systems, to assist faculty when needed.
18. Manage updated Material Safety Data Sheets (MSDS) and safety regulations for 6 specialized lab areas, to keep the Art Department and the Warren Art Building in compliance with Environmental Protection Agency regulations and laws (includes inventory of all potentially toxic or flammable art materials and supplies). Yearly department wide meetings and updates required.
19. Maintain keys and manage student studios throughout the building.
20. Keep security apprised of building hours and student studio/lab use during evening and weekend hours. Maintain electronic door lock on the Warren Art Building Computer Lab (currently room WAB 307).

Employee Expectations: The University expects all employees to conduct themselves in a manner that is appropriate for a Christian institution and to be worthy examples in moral conduct and behavior for the students of the University and fellow employees.

Only complete application packets will be considered. A complete application packet will include a letter of interest, three professional references, a statement of Christian faith, and current vitae. If you have any questions, please email