Administrative Assistant to the Deans

The Administrative Assistant to the Deans reports to the Academic Deans and is responsible for providing assistance and support for the Deans and as needed, the Program Chairs and works collaboratively with Academic Affairs Executive Assistant to the Provost on academic tasks.

Position: Administrative Assistant

Qualifications: Successful job performance requires an individual 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 (Microsoft Office Suite, Microsoft Outlook, Powercampus, etc.).
• Strong organization and time management skills
• Ability to create a welcoming, comfortable, and inclusive office environment

EDUCATION and/or EXPERIENCE:

• Bachelor's degree preferred
• Three years administrative support office experience, higher education environment preferred
• Knowledge of clerical/administrative procedures such as filing and record keeping

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following; other duties may be assigned:

Research

• Retrieve, collect, organize and prepare information for presentation as needed using word processing, spreadsheet, database, or presentation software with minor research assignments
• Develop appropriate electronic processes for managing the internal and external distribution of reports, minutes and other documentation to and from Academic Affairs
• Plan, orchestrate and launch internal and external initiatives for Academic Affairs as needed by the Deans

Hospitality

• Organize meeting schedules for Academic Deans
• Communicate guest information as needed, and receive and direct visitors to offices as required
• Manage travel arrangements for Academic Deans
• Coordinate the logistics for meetings and events including locations, refreshments, facilities and technology requests, etc.

Clerical

• Perform general clerical duties including data entry, letter writing, photocopying, faxing and mailing
• Coordinate the supply and maintenance of office equipment/technology
• Prepare and track POs, order materials and supplies and prepare credit card reports as needed for Deans and Program Chairs
• Track and manage the SOSA and SODA deans budgets, and help track expenses for affiliated departments/programs as requested
• Collect and track syllabi, course proposals, curriculum reporting, faculty evaluations, professional development plans, etc... in consultation and coordination with the Academic Affairs executive assistant
• Prepare agendas, minutes and supplemental materials/handouts for meetings/workshops for the following committees: SODA and SOSA Chairs Meetings
• Manage collection of the faculty Recommendation to Hire forms with approval from Deans
• Manage collection of materials, travel, and on-site logistics of new faculty searches
• Provide event planning for department-specific events (itinerary, catering, room reservations, A/V)
• Prepare communications that are department/school specific
• Support and make arrangements for Program Reviews
• Support the annual Student Progress Assessment
• General support across SODA, SOSA and Graduate programs
• Coordinate book ordering

Key Competencies

• Communication skills - written and verbal
• Attention to detail and accuracy
• Planning and organization skills
• Customer service (internal and external) skills
• Prioritization/multi-tasking abilities
• Confidentiality
• Flexibility

Supervisory Responsibilities

• N/A

Application Deadline: Rsums accepted until position filled.

Date of Hire: Fall 2018

Please apply by visiting https://ccad.applicantpro.com/jobs/ and searching for Administrative Assistant to the Deans, Columbus College of Art & Design. You will be required to submit to a rsum with your application.

About CCAD: Columbus College of Art & Design, founded in 1879, is one of the oldest and largest private art and design colleges in the United States with more than 1,100 undergraduate and graduate students.

Undergraduate students choose from 12 majors: Photography, Industrial Design, Contemporary Crafts, Advertising & Graphic Design, Comics & Narrative Practice, Animation, Illustration, Fine Arts, Fashion Design, Interior Design, Studio Art with Emphasis in History of Art & Visual Culture and Film and Video. Graduate curriculum includes a Master of Fine Art (New Projects) and a Master of Design (Integrative Design). With strong exhibition and visiting artists programs and a commitment to the integration of business and art, CCAD is a leader in art and design education.

About Columbus: Columbus is among the Top 10 best U.S. cities for new college grads and one of the top 10 creative scenes in the country as well as one of the 15 most affordable cities in the U.S. As one of the nation's largest college towns Columbus is the type of city where creative activities flourish. There are eight distinct cultural districts that surround CCAD and there are more than 165 restaurants, pubs, and clubs in downtown alone. CCAD is a campus community located in the heart of this vibrant city.

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. CCAD sees Art & Design as universally inclusive and inherently unbiased. CCAD is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

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