Administrative Assistant – Visual Arts & Music

Administrative Assistant – Visual Arts & Music
Department: Visual Arts & Music
Location: Columbia, MO
Type: Staff, Part-time

Diversity Statement:
Columbia College is committed to creating an inclusive employee experience for all regardless of race, color, national origin, gender, religion, sexual orientation, age or disability. The college maintains a safe place for open discourse; supports activities that promote diversity and inclusion; and overall, fosters a sense of community that welcomes everyone.

Description:
The part-time Administrative Assistant – Visual Arts & Music (VAM) Department, is responsible for providing support to all department members and related activities. The VAM Department is collegial and collaborative; a successful candidate will contribute to our culture through professionalism, reliability, a high level of attention to detail, organization, and a positive attitude.

This position will support the VAM academic programs and two art galleries. . The Department of Visual Arts & Music currently has 8 full-time faculty and approximately 2-4 adjunct instructors each semester. More details about our programs can be found here: https://www.ccis.edu/degrees/departments/visual-arts-music .

Essential Responsibilities:

• General Department support:
  • Answer general emails and phone calls about the department
  • Manage and purchase general office supplies
  • Maintain database of art/music scholarship recipients and applicants
  • Help coordinate events and field trips
  • Strive to understand our programs to answer questions from faculty, staff, students, and the public
  • Ensure a professional image for the department
  • Greet and assist visitors in the art office
  • Record minutes at department meetings
  • Help coordinate with other departments (i.e. facilities, tech services, etc.)
  • Support efforts to hire and on-board new faculty, adjuncts, and student workers
  • Additional duties as assigned
• Gallery support:
  • Work with the Gallery Directors on exhibitions and events in the Greg Hardwick Gallery and the Sidney Larson Gallery
  • Communicating with exhibiting artists as needed
  • Reserving vehicles for artwork pickup and drop off
  • Organizing receptions and artist talks
  • Assisting with shipping and receiving
  • Installing artwork if needed
  • Assisting with advertising events through social media and printed pieces
  • Printing gallery documents, labels, and signage
  • Organizing and ordering gallery supplies
• Music specific support:
  • Work with the music faculty to plan performances
  • Organize and maintain spaces and supplies (instruments, technology, music, etc.)
  • Assist with advertising events
  • Coordinate with external professional services
• Recruitment support:
  • Work with the Department Chair and relevant faculty to coordinate the annual Department Spotlight event(s)
  • Maintain the contact list for high school art teachers and music directors
  • Help coordinate faculty travel plans
  • Assist with advertising events, workshops, and summer camps
  • Coordinate with other offices as needed

Position reports to:Chair of the Department of Visual Arts & Music

Required Core Competencies and Professional Experience:

• Demonstrated understanding and appreciation for the arts
• Minimum two years’ experience with administrative duties and general office responsibilities and procedures, preferably in higher education.
• Ability to fluently read, write, and understand the English language.
• Proficiency with critical thinking; problem solving; judgment and decision making; time management; coordination; and management of resources
• Proficiency in a variety of computer software, including Microsoft Office products and web-based technologies, including database systems.
• Ability to work independently and in a team environment, with or without direct supervision.
• Interpersonal skills – maintains confidentiality; exercises self-composure; remains open to others' ideas and tries new things.
• Growth mindset – assesses own strengths and weaknesses; completes required CC trainings; strives to build knowledge and skills; shares expertise with others.
• Diversity – shows respect and sensitivity for cultural differences.
• Oral and Written Communication – speaks and writes clearly; listens effectively; responds well to questions.
• Professionalism – approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position
• Organizational skills – follows policies and procedures; completes tasks correctly and on time; excellent attention to detail
• Adaptability – adapts to changes in the work environment; manages competing demands; flexible working hours depending on department happenings

Required Level of Education: Some college
Preferred Level of Education: Associates degree with some coursework in the arts

Other Requirements: Ability to satisfy, within the parameters set by the College and consistent with applicable federal, state and local laws, a criminal background check as a condition of employment.

Physical Requirements: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform essential functions. Individuals seeking accommodation should contact the Human Resources Department without delay. While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk, and hear. The employee is required to use hands and fingers to handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crawl. Employee must be able to type on a computer keyboard and use a computer monitor on a regular basis.

May be required to lift or carry items and artwork as part of this position.

Work Conditions: Normal academic office environment.

To Apply:
To be considered, submit applications online at ccis.edu/jobs . Please include:

1. completed Columbia College application
2. cover letter
3. resume
4. contact information for 3 professional references
5. copies of transcripts (official transcripts are required before employment)

Review of applications will begin immediately and will continue until the position is filled.

This job description is not meant to be all-inclusive of every duty and responsibility required by the employee in the position.

The offer of employment and assignment to duties is contingent upon a satisfactory criminal background check. The information may include, but is not limited to, academic, residential, achievement, performance, attendance, disciplinary, employment history, credit history, driving history, and criminal history of public record.

Review of applications will begin immediately and continue until the position is filled.

Columbia College is an equal opportunity employer.

In compliance with the Higher Education Opportunity Act (HEOA) and the Jeanne Clery Disclosure of Campus Security Policy and Campus crime Statistics Act (Clery Act), the Department of Campus Safety for Columbia College has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.

Columbia College is required to distribute this information to all current and prospective employees and students. Please follow the link below for the full report or contact Human Resources at 573-875-7495 for a printed copy.

https://www.ccis.edu/campus-safety/crime-reporting/reports-stats