Lecture & Arts Programming Coordinator & Assist to Deans' Office

St John's College•Santa Fe, NM

5d•Onsite

About The Position

This role provides essential administrative support to staff, enabling them to focus on their core responsibilities. Key duties include organizing art shows and workshops, managing budgets for arts programming and studios, coordinating lecture series and guest arrivals, providing administrative assistance for advising programs and events, creating graphic design materials, supervising student assistants, and assisting with academic processes like exams and study groups. The position also involves managing appointments for the Assistant Dean and Dean.

Requirements

Two years to five years of similar or related experience.
A two year college degree OR completion of a specialized course of study at a business or trade school OR completion of a specialized and extensive in-house training or apprenticeship program.
Work normally involves contacts with persons beyond immediate associates generally regarding routine matters for purposes of giving or obtaining information which may require some discussion. Outside contacts take the form of service to the public (visitors or vendors) requiring ordinary courtesy in providing assistance and information.
Excellent organizational and editing skills.
Strong typing skills.
Proficiency with Microsoft Office, including Excel, Access, Outlook and Word.
Able to lift up to 40 pounds and climb stairs.

Nice To Haves

Experience with graphic design software and InDesign desired.
Experience with art galleries and/or museums preferred.

Responsibilities

Organizes two art shows a semester for the Peterson Art Gallery, including student and community shows, plans receptions, and supervises arts programming student assistant.
Manages the arts programming budget (gallery, studio, and workshop costs).
Organizes 4-6 art workshops a year by contacting and contracting with local and regional artists and facilitating student-run workshops.
Oversees student art studio, including purchasing supplies, managing the budget, and ensuring cleanliness.
Manages Dean’s and the Buchanan Forum Lecture Series, including sending invitations, making room reservations, ordering catering, tracking travel, and preparing reimbursements and honoraria.
Manages the Bart House reservation calendar, ensures it is stocked, coordinates with security, and prepares welcome letters for guest arrivals.
Provides administrative assistance to the Assistant Dean by facilitating the Freshman Advising Program, tracking student absences, and planning/facilitating annual events.
Provides graphic design services for the Dean’s Office and Assistant Dean by creating media for various events.
Supervises the Dean’s Office work-study student in editing the college’s weekly event calendar (Ephemera) in Localist.
Assists with the algebra exam process and maintains records of student pass/fail status.
Facilitates the scheduling and publicizing of Academic Study Groups led by students.
Helps manage appointments for the Assistant Dean and, as needed, the Dean.