Department Assistant - Arts and Humanities

JOB GOAL:

To advance the college’s mission, vision, principles, values and strategic initiatives through continuous improvement decisions.

GENERAL JOB SUMMARY:

Under moderate to limited supervision, provides department support, manages department processes, and ensures smooth running of the office.

This position will work 40 hours per week, Monday through Friday, usually from 8:00am-5:00pm. Due to events for this department, hours may shift for occasional evening or weekend work for box office or event support.

UNIVERSAL CORE COMPETENCIES:

• Advocate for Continual Improvement- empowering each other to identify opportunities for excellence.
• Collaborate with Mutual Accountability- working together with a willingness to take ownership and account for our actions.
• Champion Service- anticipating needs and create a welcoming, diverse, and inclusive environment.
• Perseverance- commitment to excellence even in the face of adversity or delay in achieving success.
• Lead- regardless of title, through positive influence.

DUTIES/RESPONSIBILITIES:

• Serve as the first point of contact for the department office (in person, phone, and email).

• Manage calendars, prepare agendas and minutes, and maintain departmental documents.
• Initiate and track purchases, travel requests, reimbursements, box office cash requests/deposits, part-time payroll authorizations, substitute pay, payment requests, and purchase orders.
• Coordinate documentation and payment for independent contractors and guest artists.
• Maintain budget and track expenditure records, including PCard reconciliation, festival and program account deposits.
• Support all department faculty and staff with access to systems/materials.
• Assist students with information and referrals to appropriate college services.
• Maintain department contact information, files, spreadsheets, and shared drives.
• Coordinate printing, mail, and materials for classes including instructional supplies and kits for students.
• Under the direction of the dean or associate dean, send department communications
• Support, as needed, the Operations Coordinator in department event planning.
• Data entry for department program needs.
• Assist in coordination and reservation of department specific rooms and spaces.

PERFORMANCE EXPECTATIONS:

• Demonstrate professionalism, punctuality, and responsibility while independently managing tasks at the department front desk.
• Maintain confidentiality and accuracy in handling student records and department documents.
• Communicate clearly and respectfully with diverse groups of students, faculty, staff, and campus visitors.
• Take the initiative to identify tasks that need to be completed, ask questions, and seek clarification when needed.
• Exhibit attention to detail and commitment to accuracy when assisting with departmental operations.
• Adapt to shifting priorities and assist with a variety of tasks depending on department needs.
• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences.

The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned.

PHYSICAL ACTIVITIES WITH/WITHOUT REASONABLE ACCOMMODATION:

This position involves sitting in an office setting. Occasional (10-33%) standing, pushing, pulling and grasping. Frequent (34-66%) reaching and viewing a computer and other types of close visual work. Constant (67-100%) sitting, walking, repetitive motion, talking and hearing.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• At least one year of relevant experience using standard office software and equipment. Would ideally have experience with entering and organizing information in spreadsheets.

PREFERRED QUALIFICATIONS, LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

• Associate’s degree or higher.
• Two years or more of relevant office experience.