Columbus College of Art and Design

Administrative Assistant to the Deans Jobs at Columbus College of Art and Design

Administrative Assistant to the Deans Jobs at Columbus College of Art and Design

Sample Administrative Assistant to the Deans Job Description

Administrative Assistant to the Deans

Administrative Assistant to the Deans


CCAD's Academic Affairs Department is seeking a professional who enjoys fast-paced roles, can work independently with little supervision, is a critical thinker, and has the ability to multi-task to fill this role.


We are dedicated to our mission of being an agile, trusted, strategic partner who delivers sustainable services and solutions that contribute to CCAD's success through the attraction, retention and engagement of a talented creative, diverse and inclusive workforce and we would love for you to join our HR team!



SUMMARY

The Administrative Assistant to the Deans is an essential, energetic part of the Academic Affairs & Student Affairs teams. They are an integral communications and organizational hub for the Deans, and their immediate reports. They will provide effective internal and external communications, calendar management, budget tracking, agenda and report creation, and digital file maintenance in a thoughtful and timely manner. They will report directly to the Associate Provost & Dean of Academics, and will also support the Associate Vice President for Student Affairs & Dean of Students.


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


ACADEMIC AFFAIRS SUPPORT (70%):

Research

  • Retrieve, collect, organize, and prepare information and reports
  • Develop and sustain appropriate electronic processes for managing the internal and external distribution of reports, minutes and other documentation
  • Plan, orchestrate, launch, and sustain internal and external initiatives as requested by the Associate Provost

Hospitality

  • Organize meeting schedules, agendas, minutes, and handouts for meetings called by the Associate Provost
  • Communicate guest information as needed, and receive and direct visitors to offices and/or video conferences as required
  • Manage contracting and travel arrangements
  • Coordinate and implement the logistics for meetings and events including locations, refreshments, facilities, and technology requests

Clerical

  • Perform general clerical duties including scheduling, data entry, letter writing, photocopying, mailing and digital file organization
  • Coordinate the supply and maintenance of office materials
  • Prepare and track budgets, credit card reports, POs, travel reimbursements, and artists' contracts for the Associate Provost and Associate Deans as directed
  • Coordinate and support Academic Program Reviews
  • Manage the Associate Provost's calendar, preparing her for meetings with relevant material as needed
  • Other duties as assigned

STUDENT AFFAIRS SUPPORT (30%):

  • Provide administrative support to the AVP for Student Affairs & Dean of Students (AVP) and the Division of Students Affairs by scheduling appointments, organizing meetings and travel arrangements, filing, maintaining records, and by preparing and proofreading correspondence, reports, and other documents as requested
  • Process budget paperwork per Business Office procedures, such as POs, credit card reports, and travel reimbursement forms
  • Help to organize and conduct departmental events, as directed, by securing space, equipment, and food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and assisting with the event as it occurs
  • Assist the AVP with processing immunization and medical records for new, incoming students
  • May assist with the collection of credentials and other required material during searches for staff vacancies in the division; assist with basic onboarding of new staff, including the creation of training itineraries, ordering new employee materials (name badges, business cards, etc.), and scheduling meetings with campus partners for training purposes
  • Assist Student Affairs Directors and Assistant Deans with executing campus events and student programming
  • Other duties as assigned

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, Planner, OneNote, and Miro. 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.


COMPENSATION: This position is full-time, non-exempt. Compensation is commensurate on experience and qualifications. CCAD offers a benefits package including: vacation time, additional paid time off while the college is closed during winter break, sick time accrual, health and dental insurance, life and disability insurance, 403B retirement contribution, tuition remission, campus parking, and free admission to the Columbus Museum of Art.


HOW TO APPLY: Visit www.ccad.applicantpro.com/jobs/ to submit your application. When asked to upload application materials, please submit a resume/CV and a cover letter. If you are applying from any website other than CCAD or Indeed, you will receive a follow up email 3 hours after your initial submission directing you to follow the link and complete your application. You must complete this two-step process, or your application will be considered INCOMPLETE.


CCAD Vaccination & Booster Requirement Notice


Columbus College of Art & Design (CCAD) is committed to protecting our students, employees, and our communities from COVID-19. Toward that goal, and in consideration of guidance released by the state of Ohio, the U.S. Centers for Disease Control and Prevention (CDC), and a variety of public health authorities and professional organizations, CCAD is implementing a vaccination & booster requirement policy for its students and employees.


All employees, including on-campus, hybrid, or fully remote status, are required to receive the Covid-19 vaccination and booster shot (if eligible) as determined by CCAD and provide proof of their fully vaccinated/up to date status upon hire.


Reasonable Accommodation: Employees in need of an exemption from this policy requirement due to a medical reason, or because of a sincerely held religious belief, must request a Request for Accommodation form from Human Resources to begin the interactive accommodation process. Accommodation requests will be considered on a case-by-case basis and/or granted where they do not cause CCAD undue hardship or pose a direct threat to the health and safety of others.


Please direct any questions regarding this notice to Human Resources at humanresources@ccad.edu.


*CCAD reserves the right to modify, supplement, revise, or rescind any part of this notice as it deems necessary or appropriate with notification..



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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