Program Assistant » EltasJobs

The Program Assistant is responsible for reception and general administrative, academic, and financial support for busy academic office and art gallery.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Acts as first contact for visitors to the offices of the Visual Arts (VA) Program & LeRoy Neiman Gallery; answers heavy volume of phone, e-mail, & walk-in inquiries from students, faculty, staff, & visitors; provides general program & gallery information; routes mail & Phone inquiries & writes responses to general inquiries, including confidential items. Creates & maintains student worker schedule for gallery & office including reception events & tours. Manages daily responsibilities of student workers in Visual Arts Office with the Director of Academic Administration (DAA).

Coordinates & communicates student schedules for MFA, Undergrad & Summer programs for VA, including weekly email updates & rescheduled classes. Assists Manager of Academic Administration (MAA) w/ all VA events, including Open Studio, Mentor Weeks, First Year Show, & Thesis Show. Prepares weekly events listings email & publication materials. Monitors & works w/ Communications to update VA website.

Assist MAA to organize & maintain graduate & undergrad course registration process & wait lists, coordinates student registration for independent studies & communicate w/ students regarding registration & program events. Assists monitoring MFA student registration records, compile reports on students’ progress towards graduation, prepares course lists, updates & helps monitor online course bulletins & Directory of Classes ensuring all information is correct.

For Program: Understand & comply with all University financial transaction business policies. Collect & review bills & invoices to confirm orders were received, secure payment approval from Program Director & forward to SOA Business Office, w/ correct chart string information, for payment. Secure approval from Program Director for requests to SOA Business Office for initiation of purchase requisitions & lease contracts, providing contact information & chart strings for purchases. Manage disbursements & frequent reconciliation of Program’s Petty Cash account. Make office P Card purchases, manage P Card usage in accordance w/ University policies, collect & review all P Card receipts & forward to SOA Business Office, with correct chart string information, for reconciliation of all charges weekly. Work closely w/ SOA Business Office to track status of submitted paperwork payments. Assist DAA closing all accounts at end of each fiscal year, including reconciling student employment hours. Supervise work-study students & process time sheets. Manage distribution of payroll & work-study paychecks.

Coordinates & orders classroom, workshop & lab supplies & equipment w/ division faculty from variety of technical vendors. Maintains supply inventory for VA office & orders replenishments. Assists to maintain budgets for each class to ensure course fee budgets stay on budget.

Assists with Commencement-related tasks at program level, checking & finalizing students lists for Commencement program.

Monitors all machinery in VA office, including computers, copier; calls for repairs when needed; trains other users in operation of machines.

Assists DAA & MAA to coordinate admissions & faculty search processes, and other VA events as needed. Includes scheduling committees, hiring help as needed, & answering inquiries.

Organizes & archives department files. Works closely with MAA to give appropriate daily inquiry responses. Assists w/ department blog for MFA students. Liaises with High School Program Manager & SPS to help provide classrooms & assistance ordering summer class materials. Schedules & oversees Model bookings for classes. Hires models through Temporary agency.

Other appropriate duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

High School diploma or equivalent experience required; some college preferred. Three years of related experience required.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Excellent oral and written communications skills required. Excellent organizational skills and attention to detail required. Ability to work on multiple concurrent projects with frequent interruptions and minimum supervision required. Proven ability to interact positively and professionally with students and faculty in an academic setting required. Ability to maintain excellent relationships with a variety of University offices to effectively conduct business processes required. Some familiarity with visual arts practices preferred. Computer experience (Macintosh, PC) and proficiency with Excel, Word, Internet and email systems required.

ALL APPLICANTS MUST ATTACH A COVER LETTER AND A RSUM. APPLICATIONS WITHOUT THESE TWO DOCUMENTS WILL NOT BE CONSIDERED.

Special Instructions

Preferred Qualifications

Some familiarity with visual arts practices preferred. Availability for occasional evening and weekend work preferred.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

Participation in Medical Surveillance required

What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date