Academic Affairs Administrative Assistant

Academic Affairs Administrative Assistant

SUMMARY

The Academic Affairs Administrative Assistant is an essential part of the Academic Affairs team who will report to the Associate Dean of Visual Arts. They are responsible for providing polite and professional internal and external communications, calendar management, budget tracking, agenda creation, and digital file maintenance in a thoughtful and timely manner. The Academic Affairs Administrative Assistant facilitates contracts for guest artists, designers, and scholars as well as any associated travel and accommodations. They organize a variety of tasks including any external reviewer contracts and travel for academic program review. The Academic Affairs Administrative Assistant also serves as the college's model coordinator for drawing classes. Additionally, they are an integral communications and organizational hub for the associate deans and directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

Academic Affairs support 70%?

Coordination

• Coordinate life model program for the college, including advertising, recruiting, scheduling models, and liaising with the business office for independent contractor payments.
• Coordinate and support visiting artists and classroom guest lectures, virtual or in-person and liaising with business office for payment
• Coordinate and support 2-3 annual Academic Program Reviews including scheduling and arranging travel or virtual campus visits
• Coordinate the logistics for Deans and/or Director meetings and events including locations, refreshments, facilities, and technology requests

Clerical

• Perform general clerical duties including scheduling, data entry, email writing, photocopying, mailing and digital file organization
• Prepare and track budgets, credit card reports, and artists' contracts as needed for Deans and/or Directors
• Collect and track syllabi, CVs, course proposals, curriculum reporting, in coordination with the Executive Administrative Assistant to the Provost
• Compile semesterly book order report, share with CCAD library and ECampus representative
• Develop and sustain appropriate electronic processes for managing the internal and external distribution of reports, minutes and other documentation to and from Academic Affairs
• Other duties as assigned

Hospitality

• Organize meeting schedules, agendas, minutes, and handouts for meetings called by Deans

and/or Directors

• Occasionally communicate guest information as needed, and receive and direct visitors to offices

and/or video conferences as required

• Manage contracting and travel arrangements for Deans and/or Directors

Student Affairs support 30%

• Assists the AVP for Student Affairs & Dean of Students with reviewing new student immunization records as part of CCAD's immunization requirement; this includes confirming their records depict required immunizations and communicating with students about the process
• Helps schedule meetings
• Assists AVP with planning the annual staff retreat including space reservation, vendor coordination, and catering
• Place orders for office and event supplies as needed
• Coordinate onboarding needs of new staff including system access needs, calendar additions, office supply needs, and name badges
• Assist division offices with various event planning needs, such as vendor coordination and catering

Key Competencies

• Strong communication skills, written and verbal
• Attention to detail and accuracy
• Ability to work independently and proactively
• Superior planning and organization skills
• Customer service (internal and external) skills
• Prioritization/multi-tasking abilities
• Confidentiality

SUPERVISORY RESPONSIBILITIES

N/A

QUALIFICATIONS

Successful job performance requires an individual that must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required.

• Ability to organize and follow-through effectively on multiple work assignments according to priorities and despite unexpected or changing demands with accuracy and attention to detail
• Ability to maintain the confidentiality of records and conversations and exercise sound, reliable judgment
• Ability to think critically by applying problem-solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively, clearly, concisely, and professionally; to intake information critically and adapt communication for a diverse audience.
• Comprehensive and proficient computer skills with the ability to navigate complex systems, reports, and data tracking tools. CCAD relies on Google & Adobe Suites for most projects, with some use of Excel. Microsoft Teams and Zoom are used for video conferencing.
• Strong organization and time management skills
• Ability to create a welcoming, comfortable, and inclusive office environment

EDUCATION AND EXPERIENCE

• Bachelor's degree preferred; or three years related administrative support experience; or equivalent combination of education and experience.
• Working experience in a higher education environment is preferred.
• Knowledge of clerical/administrative procedures.

PHYSICAL DEMANDS

• The employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms.
• The employee is occasionally required to stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

• The noise level in the work environment is usually moderate.
• While performing the job duties, the employee is occasionally exposed to outside weather conditions.

COMPENSATION: This position is full-time, exempt, and year-round. Compensation is commensurate on experience and qualifications. CCAD offers a benefits package including:

• Vacation time
• Competitive Salary
• Health, dental, and vision insurance
• Employee Assistance Program (EAP)
• (3) free campus cafeteria meals
• 403(b) plan with company contribution
• Paid national holidays
• (10) days paid time off for winter break.
• free campus parking
• Free admission to the Columbus Museum of Art (CMOA).
• Training and professional development opportunities

About CCAD:

Columbus College of Art & Design teaches a diverse undergraduate and graduate student body in the midst of a thriving creative community in Columbus, Ohio. Founded in 1879, CCAD is one of the oldest private, accredited, and nonprofit art and design colleges in the United States. CCAD offers 11 BFA programs in a variety of visual art and design disciplines, a Master of Fine Arts in Visual Arts, and a Master of Professional Studies in Retail Design that produce graduates equipped to shape culture and commerce at the highest level. At the core of CCAD is The CCAD Way, one of Creative Collaboration, Intentional Inclusivity, and Proven Potential. Our Core Values of Respect, Positivity, Inspiration, and Accountability unite us. CCAD's Presidential Commission on Diversity, Equity & Inclusion works to help CCAD grow with intention into a more inclusive and equitable institution. Learn more at ccad.edu.

About Columbus:

As the 14th largest city in the country and the largest and fastest-growing city in Ohio, Columbus is collaborative, open, and dynamic. Between incredible arts and entertainment, exciting collegiate and professional sports, and a spectacular downtown riverfront of sprawling greenspace, Columbus has something for everyone. Here, you'll find all the culture and amenities you'd expect in a major city, with the friendly and approachable attitude of the Midwest. Franklin County, where Columbus is located, is the epicenter of the state's political, economic, and social presence and is home to 1.3 million residents with a median age of 34. Columbus is a top city for equality and was the recipient of a perfect score from the Human Rights Campaign in 2020. And central Ohio is serious about higher education: the Columbus region is home to 52 college and university campuses, with 22,000 annual college graduates. Because CCAD is closely tied to the city's numerous art and design spaces and ever-expanding districts, you'll have plenty of places to experience creativity and showcase your own.

EEO Statement:

As an educational and cultural institution, a culture of equity and inclusion is not an add-on at CCAD, rather it is central to how we define creative excellence and the health of our institution. CCAD believes that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. At CCAD, we are determined to foster an environment of inclusion and equity. CCAD is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

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