Administrative Affairs Coordinator - Fine Arts Group - VCUarts

Administrative Affairs Coordinator- Fine Arts Group - VCUarts
Virginia Commonwealth University (VCUarts)



The Opportunity:
VCUarts seeks a collaboration-minded and experienced Administrative Affairs Coordinator for the Fine Arts Group to facilitate the coordination of a variety of administrative program projects and services.

Job Summary:

The Administrative Affairs Coordinator provides professional-level coordination of a variety of operational and business functions for a School of the Arts Group. Under the supervision of the Senior Director, they typically serve as liaisons between internal departments and centralized School offices in order to achieve operational goals and business objectives. They have a significant impact within the Group, influencing service delivery and operational goals. They make informed decisions, exercise independent judgement for routine issues, and refer complex matters to the Senior Director. The primary purpose of the job is the coordination of administrative affairs and not supervision, although the role may have direct and indirect reports who work across departments to support the Group. Planning and coordination support is weighted toward communications, events, administrative operations, and general office management. Additional responsibilities could vary depending on the specific needs of the Group in which the job is assigned.

Typical Duties and Major Expectations:

Events planning, coordination, and promotion
- Visiting artists and guest speakers, and other types of events specific to the departments within the administrative group
- Departmental receptions or social events
- Oversee design and distribution of promotional materials

Communications
- Liaison to Director of Communications and other Communications staff
Website:
- Oversee updates for departmental websites, including news, faculty profiles, alumni profiles
- Ensure accuracy of content
Social media:
- Manage departmental social media
- Promote departmental successes and events
- Ensure that all posts adhere to VCU policies and School guidelines

- Coordinate alumni networking, outreach, and engagement
- Inform faculty and students of School of the Arts opportunities
- Produce periodic departmental newsletters/communications

Facilities and Office Management
- Coordinate with Building Manager to ensure a wide variety of facilities needs are met

Serve as the Group’s liaison to the Human Resources team in the Arts Dean’s Office
- Coordinate Group-wide requests related to student workers, Federal work-study employees, and hourly employees
- Serve as the timekeeper for the Group, maintaining VCU RealTime certification, and ensuring departmental employees adhere to hourly work limits as governed by university policies and procedures related to the Manpower Control Act
- Oversee department-level onboarding, scheduling, and supervision of student workers, Federal work-study employees, Graduate Assistants, and other part-time positions
- Ensure compliance with all university administrative policies

Typical Education and Experience

- Bachelor’s degree with 3-5 years of relevant experience or equivalent combination of education, training, and experience
- Demonstrated ability to apply policies and procedures related to academic affairs, administrative affairs, and/or student services
- Considerable knowledge of principles and issues in a specified student academic program
- Ability to work efficiently in a team environment and provide direct administrative support as needed
- Ability to manage academic processes within and across academic units
- Capacity to work creatively in both collaborative and independent contexts
- Ability to exercise strong attention to detail in a fast paced environment
- Ability to meet deadlines, organize workload and juggle changing priorities
- Ability to solve problems independently and use available resources
- Ability to independently research topics
- Excellent oral and written communication in daily interactions
- Ability to handle confidential and sensitive information appropriately and with discretion
- Ability manage and execute complex or specialized projects or processes
- Ability to train, mentor, and supervise part-time staff
- Excellent interpersonal and communication skills both written and oral
- Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a faculty member at VCU

Preferred Hiring Standards:

- Experience applying academic and/or administrative procedures in a university/college setting
- Experience supporting an academic unit, including faculty, staff, and students
- Knowledge of academic operations in an art school environment

Recruitment Pool: All applicants

University Code: 19242
University Title: Project Administrator 2
University Job Family: General Administration

Applicants are invited to use the job summary tool to view the VCU job information details.



Position Details:

Department: Dean's Office Arts
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 100
Exemption Status: Exempt