Administrative Coordinator, Department of Art

Biola University•La Mirada, CA

46d•Onsite

About The Position

Serves as an initial point of contact for department faculty, prospective and current students. Assists and reports directly to the Chair of the Department of Art. Alignment with Theological Positions The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and who is supportive of the positions taken by Biola as contained in its Statement of Biblical Principles and Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Requirements

Strong interpersonal and collaborative skills.
Ability to multi-task in a high-traffic desk area.
Ability to communicate in a congenial and engaging manner.
Ability to maintain confidentiality and handle sensitive information professionally.
Proficiency with MS Excel and Word; Google Drive including Google Docs, Calendar, and Forms
The employee must maintain a lifestyle in consonance with sound Christian principles and those promulgated by the institution. He/she should participate in the spiritual growth, development, care, and support of other employees assigned near this position

Nice To Haves

Completion of a 4-year college degree preferred.

Responsibilities

Front desk and phone reception: handles incoming calls and routes them to appropriate personnel; checks voicemails and responds to walk-in requests in a timely manner.
Monitors and manages departmental email: responds to emails daily and routes requests to appropriate personnel.
Manages Art Ambassador program including hiring, training, and supervising student workers regarding office procedures, prospective student recruitment, building tours, and social media.
Collaborates with the Operations Manager of SoFAC related to purchase orders, course material distribution, requisitions, etc.
Collaborates with Academic Coordinator for the Division of Visual and Performing Arts related to Academic Advising, etc.
Collaborates with the Art Studio Manager regarding studio and facility policies, department projects and student communication.
Provides assistance to the Art Chair related to recruitment and retention as requested by the Dean.
Develops and implements annual strategies related to the Art department social media platforms, ambassador programs and admissions events, in collaboration with Associate Dean/Chair.
Builds and maintains communication processes and systems related to Art admissions inquiries, prospective student questions, and other communication related to recruitment and retention including the promotion of admissions events and other special events relevant to prospective students.
Builds and maintains processes, in conjunction with the Biola Admissions office, to coordinate campus visits for prospective students, provide Art representatives for campus tours, and facilitate classroom visits that accommodate faculty schedules.
Manages equipment check-outs and returns.
Oversees and tracks locker distribution and move-outs.
Manages student studio spaces: processes applications, assists with assignments, manages deposits, coordinates move-outs, and resolves student issues.
Compiles and sends weekly Art Newsletter emails containing updates and important departmental information.
Manages annual portfolio process: communicates portfolio process to students, receives and organizes portfolio submissions, communicates awards and generates agreements and scholarship letters, submits scholarships to Financial Aid.
Assists Chair with NASAD-related writings and reports (gathers data, organizes documents, prepares documents to be mailed)
Maintains internal department records.
Fulfills duties as Accessibility Point Person and EmpoweRed contact for the department.
Coordinates access to Art classrooms for students, staff, and faculty.
Manages reservation requests for Bardwell classrooms and studios.
Compiles and completes annual HEADS report for NASAD accreditation, in collaboration with Institutional Representative
Collects and processes equipment and studio deposits and communicates reimbursements to Operations Manager as needed
Coordinates schedule and hires Figure Models for Figure Drawing classes
Coordinates Senior Shows in Art Gallery: grants students access to gallery, assists with promoting shows on social media.
Coordinates professor office hours: obtains office hours calendars from faculty and communicates these with students.
Posts class schedules outside of classrooms each semester.
Reconciles department credit card purchases with Chair each month.
Orders catering for Gallery show opening receptions.
Coordinates Senior Brunch event for graduating students (twice a year)
Orders office supplies: maintains inventory and ensures necessary supplies are available.
Receives and sorts department mail.
Assist with clerical work and applications for Biola Study Tours as needed.
Maintains department lost-and-found.
All other duties as assigned that the supervisor determines are appropriate.