Assistant to the Dean, College of Fine Arts

Dallas Baptist University•Dallas, TX

1d•Onsite

About The Position

The Assistant to the Dean of the College of Fine Arts (COFA) supports efficient and effective college office operations. The role carries out assignments for the Dean and provides additional assistance to the Chairs of the Departments of Art, Communication, and Music, as well as other professors as needed. The position reports directly to the Dean of the College of Fine Arts. The successful candidate will understand and be committed to the educational values of a Christian liberal arts education. The position requires professionalism, confidentiality, leadership and supervisory skills, effective communication, organization, interpersonal sensitivity, and the ability to research and generate reports. The assistant should be able to manage multiple projects and deadlines and work both independently and as part of a team. The role is based on the university’s main campus at 3000 Mountain Creek Parkway, Dallas, Texas. Regular daily office hours are expected, with assigned hours balanced to meet the needs of fine arts students and the university. Some flexibility is provided for major productions, registration, and other events; evening and weekend hours may be necessary, particularly during Department of Music performances and peak registration periods. The employee must be a committed follower of Jesus Christ and comply with the University Commitment of Faith and applicable university policies, procedures, rules, and standards of conduct.

Requirements

Understand and be committed to the educational values of a Christian liberal arts education.
Be a committed follower of Jesus Christ and comply with the University Commitment of Faith, including DBU Core Convictions, active membership in a local church that adheres to those convictions, the Christian Code of Conduct, DBU’s Baptist heritage, and DBU’s Statement of Human Sexuality.
Demonstrate leadership and supervisory skills, effective communication, organization, interpersonal sensitivity, and research and report-generation skills.
Maintain high levels of professionalism and confidentiality.
Manage multiple projects competently and work well with deadlines.
Work effectively both independently and in a team environment.
Maintain regular daily office hours and be available for evening and weekend hours as needed, particularly during performances and peak registration periods.
Comply with applicable university policies, procedures, rules, and standards of conduct.

Nice To Haves

Technical ability with basic Microsoft Office applications such as Word and Excel and DBU applications such as Colleague and Entrinsik Informer is strongly desired.
Planning Center Online, Adobe Creative Suite, Avid Sibelius, and Finale Music Notation skills are a plus.
General financial and budgeting understanding, including basic arithmetic, is desired.

Responsibilities

Maintain office supplies and coordinate equipment purchases.
Manage the Dean’s calendar and schedule appointments and meetings; serve as the Dean’s main administrative assistant.
Coordinate communication between the Dean and the Office of the Provost.
Coordinate and enter course schedules in Coursedog and process revisions with the Dean and departmental chairs.
Coordinate COFA financial and business operations, including purchase orders, payroll advices for full-time and adjunct faculty, budget input and maintenance, and correspondence with Accounts Payable.
Coordinate employee hiring processes with the Dean for accompanists, student workers, and full-time and adjunct faculty.
Manage student workers for Blackaby Hall, the Communications Department, the Visual Arts Department, the Music Department, and the Office of the Dean.
Maintain a database of faculty course loads and the COFA portion of the undergraduate and graduate catalogs.
Provide correspondence and clerical support for the Dean.
Coordinate university transportation for COFA academic field trips, including vehicle reservations, driver licensing applications, liability releases, and correspondence with General Counsel.
Assist in requesting recital and concert event dates.
Oversee the Dean’s course confirmation mailings and maintain the associated database.
Oversee textbook adoption, submit orders, correspond with faculty, program directors, the Dean, and the bookstore, and maintain the associated database.
Maintain the COFA faculty contact roster and files, as well as COFA student files.
Manage syllabus review processes.
Manage event logistics and correspondence with supporting departments, COFA administration, and event contacts.
Coordinate contractual items with COFA and campus staff and administration, including music and orchestration rentals, orchestra and musician contracts, theater rights, performance rights, and material rentals.
Maintain COFA calendars outside of academic schedules.
Assist with COFA social media accounts and coordinate with social media managers in other COFA departments, including correspondence, content generation, and analytics.
Oversee the COFA and DBU Music websites and other online platforms, including faculty bios and headshots and event schedules.
Manage the Department of Music instrument and equipment inventory.
Manage COFA storage facilities on and off campus.
Manage COFA donor and patron databases.
Proof event programs in InDesign for student and faculty recitals and Friday Seminar/Performance Lab events, including final approval for printing.
Work in box office and ticketing operations, including the ticket sales and box office portion of dbumusic.com.
Supervise the Event Recording Tech with maintenance of the audiovisual recording archive in Vimeo as needed.
Coordinate piano tuner scheduling with the Division of Keyboard Studies.
Assist with student advising as needed.
Manage student workers in the Office of the Dean.