Administrative Assistant, Art Department

University of Cambridge

Cambridge ,

ID: 7060038
Posted: September 4, 2019
Application Deadline: Open Until Filled

Job Description

Position Summary or Faculty Qualifications
Responsible for managing the needs of the department and providing administrative support to the chair, gallery/studio director, and faculty in the department.

Duties and Responsibilities:
• Performs general office support duties, including bookkeeping, filing, ordering supplies, reserving rooms, making copies, screening/routing phone calls, making campus deliveries, and other related tasks, establishing, coordinating, maintaining, and updating records of all aspects of departmental operations, receiving and distributing mail and packages, creating flyers for courses and events, publicizing events, maintaining buildings’ appearance, updating bulletin boards, etc.

• Creates class schedules, including entry of information into the DCU, emails, overrides, maintenance of wait lists (in consultation with chair)

• Manages the calendar for Boland Hall and the Art Department studios. Contacts facilities for maintenance and when emergencies occur (bathrooms, air conditioning, electrical failures, equipment failures, etc.)

• Coordinates the hiring of models and processing their pay

• Coordinates visiting lecturers, including securing rooms and assisting with equipment needs and compensation

• Oversees, trains, and coordinates the assignments of student employees. Manages their payroll and office coverage

• Answers phones and supplies information on routine matters. May need to do research in order to provide complete information or service to alumni, students, parents, faculty, or staff

• Receives, greets, directs, and assists students, parents, and visitors, serving as a source of information regarding policies, procedures, and departmental programs and activities

• Assists the curator of the galleries in communicating with prospective exhibitors

• Maintains accuracy of departmental Web page information and updates online catalog as needed

• Serves as the departmental resource in hiring processes and procedures, including the PeopleAdmin employment portal

• Monitors, reconciles, and assists with fiscal administration for the department, including but not limited to managing the budget, funding, faculty contracts, payroll, and purchasing for the department

• Plans and coordinates the department’s events throughout the year, including departmental meetings, luncheons, and dinners. This requires making flyers, taking responsibility for email invitations, tracking the responses, selecting and ordering menus, and acting as the coordinator with the catering event staff, coordinating IT to be there

• Maintains the department’s interactions with vendors and equipment personnel to include updating the accounts, placing orders and accepting deliveries. Maintains contact with external suppliers who deliver clay, paint, photo equipment, sculpture materials, digital equipment. Address issues or problems as they arise. Process invoices for payment.

• Compiles information for Course Loads and Teaching Load reports.

• Provides data maintenance and support that may include internet research on individuals and appropriate coding/updating of information in Banner

• Maintains department’s social media – Facebook, Twitter, Instagram etc.

• Understands basic Faculty Development process and advise department faculty regarding correct forms to use for application and reimbursement

Secondary Responsibilities:
Physical Requirements and/or Unusual Work Hours:
Heavy lifting and moving may be required.

Minimum Requirements:
Bachelor’s degree and one to three years experience in an administrative support role or an equivalent combination of education and experience

Intermediate skill level in Word, Excel, PowerPoint and ability to learn additional relevant software

Excellent organizational and systems-making skills, ability to manage many tasks, very good attention to detail

Excellent communication skills (grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc.

Preferred Qualifications:
Personable, takes initiative, eager to work with students, parents, faculty, and staff in an effective manner.


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