Administrative Support Associate - Advanced

East Carolina University•Greenville, SC

30d

About The Position

The School of Art and Design provides a multidisciplinary approach to art and design that creates opportunities for students to develop creative and critical thinking abilities by thinking through making. The School enrolls more than 500 students in twelve areas across three degrees. The School of Art and Design is the largest BFA Art program in University of North Carolina system and has been continuously accredited by NASAD since 1962. The School has 35 full-time faculty and is located in the Jenkins Fine Arts Center, a 142,000-square foot facility with specialized equipment, tools, and technology for the School's 14 disciplines-animation/interactive design, art education, art history, film and video production, ceramics, glass, graphic design, illustration, metal design, painting, photography, printmaking, sculpture, textile design. From computer labs, a digital loom, CNC routers, and laser cutters to a wood shop, foundry, letterpress shop, black and white dark room and beyond, the School's facilities are comprehensive and available to faculty and students think, make, and work across the School's disciplines.

Requirements

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Nice To Haves

Ability to operate a desktop computer, copy machine, fax machine, and telephone is preferred.
Proficiency in Microsoft Word, Excel, Teams, SharePoint, Outlook email, and calendaring.
Experience with ECU systems such as PeopleAdmin, PirateTIME, Emburse, PORT, INB, and SharePoint is preferred.

Responsibilities

Administrative Assistant for the Director of the School of Art and Design:
Use and integrate a variety of software (e.g. Word, Excel, Teams, Sharepoint, PeopleAdmin, Emburse, etc.) and learn new computer applications as needed to support the Director, daily business operations of the School, and address unique work needs and situations.
Serve as a resource to faculty, students, and community members on a variety of subjects including office equipment, policies, and procedures.
Resolve or develop recommendations to the Director for issues as they arise in the School.
Maintain the Director's calendar.
Maintain excellent communication with the Dean of the College of Fine Arts and Communication's Executive Assistant, and units across campus to support the work of the Director and School.
Monitor weekly, monthly, and annual reports from Advancement to maintain internal documentation regarding donors and Friends of the School.
Prepare thank you and gift acknowledgement letters on a regular basis for the Director.
Assist the Director in mailing databases and coordinating mailings for the School of Art and Design.
Provide recommendations for maintaining communication and connections with donors and friends of the School.
Attend regular staff meetings within the School and College
Manage and maintain communication channels for the School, including the School's the email distribution list, student listserv, Microsoft Teams files, etc.
Independently compose letters, memos and reports requiring research and presents data accurately to support findings.
Support on-boarding of new staff and faculty in coordination with the Director
Maintain digital (via Microsoft Teams) and hard copy files for all employees in the unit (approximately 35 permanent faculty, 5 temporary faculty, and five staff).
Maintain the unit's faculty/staff computer database, liaising with ITCS and faculty when machines are due for refresh
Event Coordination and Support:
Initiate and contract visiting artists/designers (approximately 30 annually) via the CSPR process, including liaising with Accounts Payable.
Serve as the primary scheduler for the school and Jenkins Fine Arts Center (via 25live) to schedule visiting artists, co-cocurricular activities, and other events happening in the facility
Communicate with the Central Reservation on an as-needed basis regarding reservations.
Makes purchases (ProCard/Emburse) and provides logistical support for exhibition receptions in the Gray Gallery and Burroughs Wellcome Gallery, Advising Days, Academic Days, Open Houses, Scholastic Art Awards Reception, recruiting events, the Studio Crawl, Friends events, and more.
Coordinates logistics for all events happening within the School annually, including Summer Camp.
Customer Service:
Respond to inquiries about the School via phone, email, and walk-in with information and knowledge specific to programs within the School.
Make recommendations for event planning and budgeting to the Director.
Serve as a back-up to the School's Admin Support Specialist for purchasing and requisitions through PORT and Ustore
Select, train, and manage Main Office student employees.
Provide excellent customer service to School visitors, including addressing facilities issues.
Facilities Support:
Data entry for SoAD course offerings in INB for Fall, Spring, and Summer sessions; updating schedules as needed based on feedback from faculty and the Director; communicate with the Office of the Registrar to ensure course offerings are accurate.
Enter Work Orders through the University system based on feedback from faculty, staff, and students; ensure the completion of Work Orders and follow up with appropriate facilities staff as necessary.
POSO liaison for the School of Art and Design:
Communicate and coordinate with POSO for recruiting and hiring of faculty and staff in the School, reappointments, promotion and tenure procedures, merit increases, termination forms, and associated processes.
Maintain regular communication with the Personnel Committee chair (faculty), candidates of choice for positions, the College's administrative team, and POSO to ensure smooth hiring processes.
Coordinate student employee (Work Study and Self Help) hiring in consultation with POSO, faculty and the Director; on-board student employees.
Serve as Piratetime Super Admin:
Serve as Super Admin for PirateTime in the School of Art and Design.
Ensure student employee compliance with Kronos time keeping and signs off on timecards.