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Administrative Assistant (part-time)

Carson-Newman University is a Christian, liberal arts-based University built upon the Lordship of Jesus Christ as evidenced historically and revealed in the Scriptures.

Our mission as Christian educators is to help our students reach their full potential as educated citizens and worldwide servant leaders. 

Job Title:      Administrative Assistant    

Department:   ART 

Reports To:  Art Department Chairperson

Location:   On-site

FLSA Status: Exempt

Annual duration: 12-month

Expected hours per week: Part-time,   contained in the standard university work-day.

Part-time hours, if applicable:  20 hours per week 

Supervisory Responsibilities:  As needed such as student studios, hazardous materials, etc. (see below) 

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.   

Essential Functions:

  • As an intentionally Christian academic community hiring Christian educators, all employees will be expected to advance the mission, vision, and identity of Carson-Newman University as defined in university policy and expressed in our strategic plan and are expected to work as cooperative and collegial members of the University.
  • 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 both on and off campus.
  • Regular attendance during scheduled work hours reflects a commitment to our shared mission and the campus community.
  • All work must be performed in alignment with the terms of the signed contract, if applicable.
  • As Christian educators, all employees of the University should regularly attend and actively participate in a local church.
  • The Art Department Administrative Assistant will perform secretarial duties for the department chairperson and 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; and act as the typical first greeting of the Art Department to visitors.
  • Aid Art Department faculty with daily production of written documents, copying, bookkeeping, and other administrative duties
  • Aid in maintaining and organizing departmental academic advising and related records
  • Deliver and retrieve campus mail, packages, and small artworks around campus
  • Scan images for digital projection use in Art Department classes
  • Maintain departmental databases such as historical art images used in lectures, lists of departmental majors and graduates, permanent collection list of actual artworks, and records of gallery exhibitions
  • Aid in communication of departmental events and news within the Warren Art Building and to the campus and community
  • 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)
  • Aid in maintenance and organization of our permanent collection of actual artworks
  • Aid in maintenance and student use of departmental equipment such as digital projectors, cameras, or other tools which students check out for assignments
  • 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, does not include personally preparing food items)
  • 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
  • Aid in keeping Art Department faculty aware of official University events and requests of the College Provost and Administration
  • 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
  • Answer phones, answer e-mails, and greet visitors to the Warren Art Building, and be able to properly and professionally help such callers and visitors
  • Manage the central office of the Art Department (room WAB 107), and the confidential records, office computer, and supplies within this office
  • Occasionally perform secretarial duties to aid individual Art Department faculty members with personal professional research or art-related creative projects
  • 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) and Canvas systems, to assist faculty when needed
  • 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)
  • Performs other duties as assigned

This description is designed to describe the general nature of the job and is not intended to be an exhaustive list of all responsibilities, skills and duties. Other duties and responsibilities may be assigned and included in assessments and reviews.

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 using Adobe CC is highly desired. Experience with art and art materials is highly desired and will be very beneficial.

Required Skills:  Good oral, written, and interpersonal communication skills in the English language.  Good Computer, Internet and typing skills, with familiarity on Macintosh systems (or willingness and ability to learn Mac systems).

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 20 pounds at a time. Must be able to access and navigate campus facilities.

Prolonged periods sitting at a desk and working on a computer. Must be able to access and navigate campus facilities. 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).