Administrative Assistant II - Design-DESGN

Position Overview:

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning. The general schedule for this position is Monday through Friday, 8:00 AM to 5:00 PM.

College/Department Overview:

The College of Fine Arts and Design is a center of excellence for the arts and design, as well as a center of innovation for improving and promoting arts education. Founded in 2001, the college combines the experience of 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 emphasis is on student-centered education. 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 developing the artist, scholar, creative professional, educator, citizen and leader as a whole.

With more than 200 performing and visual arts events every year, the college provides students from a variety of academic disciplines and programs to come together to view exhibits, attend special events, experience performances, take classes and discuss their work, and ultimately learn to both specialize and 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 http://www.uco.edu/cfad .

Department Specific Essential Job Functions:

Advises department chairperson and faculty on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Performs administrative duties as needed for the departmental chairperson and faculty as well as upon request of the college’s dean/associate dean as well as gathering information and preparing various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Maintains files and appointment calendars. Assists in the preparation and maintenance of the departmental E&G and Course Fee budgets by maintaining budgetary records and gathering information for budget preparation, purchasing activities, and inventory control. Includes preparing purchase requisitions and tracking the payment of invoices.

Manages operation budgets for the department which requires a large amount of ordering, inventorying, and budgeting of classroom materials and supplies. Works with the departmental chairperson, faculty, students and CFAD Dean’s Office in the processing of departmental travel requests. Interprets travel policies and procedures to faculty and students to ensure compliance. Responsible for purchases and invoices. Responsible for creating on-line job requisitions for employment and coordinates with the CFAD Dean’s office Business Manager for any Request for Support Staff/Professional Changes (RSP) forms for employee changes. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Schedules student and parent meetings with the departmental chairperson.

Maintains inventory of departmental supplies and equipment. Serves a timekeeper for department ensuring that bi-weekly, student, and monthly payroll is processed. Includes ensuring that adequate budget is available to meet department payroll. Gathers information and prepares needed reports, correspondence, and memorandums for all departmental faculty meetings; attends meetings and seminars, creates agendas and prepares meeting minutes. Works closely with the departmental chairperson and CFAD Office of the Dean in the processing of departmental tenure and promotion requirements annually. Coordinates with the departmental chairperson and faculty as well as the CFAD Office of the Dean in the preparation of the department’s class schedule each semester. Performs other duties as assigned.

Qualifications

Experience Required:

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.

Experience Preferred:

Minimum of two years’ experience in office management, policies and procedures. Minimum of one year of accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm. Some college. Knowledge of University requisitioning and purchasing procedures. Experience in a higher education environment.

Knowledge/Skills/Abilities:

Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated. Ability to listen and synthesize directives.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.