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Administrative Spec II-CAMDA

University of Central Oklahoma
Oklahoma, United States
Salary Not Specified
Posted Date
Sep 8, 2023

College Overview:

The College of Fine Arts and Design is a center of excellence for the arts and design, as well as a locus of innovation for improving and promoting arts education. Founded in 2001, the college combines the traditional excellence inherent in Oklahoma's oldest public educational institution with groundbreaking thinking about the role of the arts on the 21st century. The College of Fine Arts and Design nurtures leadership qualities in students, thus expanding the scope and qualities of their career opportunities. The institution's educational emphasis is on faculty mentorship in student-centered education, with a commitment to respect diversity and encourage inclusiveness. This commitment to excellence provides students the opportunity to interact and work closely with our more than 100 outstanding full and part-time faculty members who are dedicated to holistically developing the artist, scholar, creative professional, educator, citizen and leader. With more than 200 performing and visual arts events every year, the college encourages students from a variety of academic disciplines and programs to view exhibits, attend special events, experience performances, partake in masterclasses, discuss their work, and ultimately find their unique artistic voice while learning to think from a global perspective. The College of Fine Arts and Design currently has six academic units, the Department of Art, Department of Dance, School of Design, Department of Theatre Arts, School of Music and the Academy of Contemporary Music and specialized accreditations from National Association of Schools of Music (NASM), National Association of Schools of Art and Design (NASAD) and the Council for Interior Design Accreditation (CIDA). For further information see our website

Position Overview:

Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters, manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings.

Department Specific Essential Job Functions:

Serves as the assistant to the Dean, including coordinating the Dean's daily calendar and scheduling; reviews all incoming correspondence and assists with preparing a timely and appropriate response; screens all incoming calls and unscheduled visits to the Dean. Keeps the Dean on task on a daily basis, including preparing information packets for meetings and ensuring that meetings begin and end on schedule; maintains records of all Office correspondence; coordinates the travel schedule of the Dean and assists with travel arrangements. Assists the Dean and Department Chairs with faculty review, evaluation, and election processes within the College. These processes include tenure review and promotion review, annual faculty evaluations, annual Department Chair evaluations, and faculty and Department Chair elections. Responsible for keeping the personnel files of all faculty and staff in the College up to date; keeps all personnel information up to date in the Dean's Office database and prepares associated reports as requested by the Dean. Keeps abreast of university policies and procedures; responds appropriately to meet established College and University deadlines on behalf of the Dean and fulfill requests for information, reports, and assistance from the Office of Academic Affairs and other University departments; serves as liaison between the Dean Office and the University and external constituencies; acts as a resource by forwarding calls and correspondence to appropriate person(s) or office. May be asked to mentor and train administrative assistants within the College; works with Department Chairs and their assistants to ensure timely and effective departmental reporting and to resolve departmental issues as they arise; manages the daily operations of the Dean's Office, which may include supervising students. Coordinates the collection of information and preparation of reports as requested by the Dean, including performing data analysis as appropriate; coordinate meetings and mail distributions as needed, serve as building captain for Evans Hall; delivers confidential Dean's Office documents to other units on campus as needed. Performs other duties as assigned.

Qualifications/Experience Required:

Requires a university degree in job related field plus 3+ years of relevant experience in the chosen field or 7+ years of equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.

Qualifications/Experience Preferred:

Experience in higher education.

  • Skills and Behavior: Technical proficiency; Trust and credibility; Dedication; Team player; Time management skills; Independent; Results-oriented.
  • Working knowledge of personal computers and word processing software which may include, but are not limited to, proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Publisher, Outlook.)
  • Exercises appropriate discretion, initiative and independent judgment.
  • Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to interact with all levels of university personnel.
  • Ability to effectively work with individuals of diverse backgrounds, interests and education.
  • Ability to multi-task, meet deadlines, manage confidential or sensitive information.
  • Requires knowledge of university policies and procedures, departments and colleges.
  • Must be service-oriented, a team builder and player.
  • Ability to work well under pressure and deadlines.
  • Detail oriented with strong organizational skills.
  • Excellent proofing and editing skills.
Physical Demands:
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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