Scheduled Hours

37.5

Position Summary

The Special Projects Assistant reports directly to the Director of the College & Graduate School of Art, and is a key contributor to the management of the College supporting the teaching and production of art and design. This position manages course scheduling and works with faculty on curricular development. They will manage special college initiatives both inside and outside the Sam Fox School including those with students, the public and outside venues. They will serve as staff on several key faculty committees helping insure continuity from year to year, keeping an archive documenting all projects managed. This position advances the Sam Fox School’s academic mission by strengthening its connection with students, faculty, alumni and the general public.

The Sam Fox School of Design & Visual Arts at Washington University in St. Louis is a unique collaboration in architecture, art, and design education within the context of an internationally recognized research university. Comprising the College of Architecture and Graduate School of Architecture & Urban Design, the College and Graduate School of Art, and the Mildred Lane Kemper Museum, the Sam Fox School offers a depth of professional education in conjunction with one of the premier university art museums. The School has a strong commitment to social justice, environmental justice, and community-based work, and supports a diverse population of approximately 200 graduate students and 580 undergraduate.

Job Description

Primary Duties & Responsibilities:

CURRICULAR PROJECTS

Working closely with the Director and Chairs of the College of Art, responsible for the day-to-day coordination of academic initiatives including:

• Manage annual course planning process with chairs and director.
  • Responsible for final distribution, scheduling and location of all classes annually.
  • Liaise with the registrar’s office and Director’s office, managing and tracking all schedule changes.

• Curriculum Committee staff support.
  • Point person for faculty questions about curriculum.
  • Provide initial review of all curriculum proposals prior to Director and Registrar review.
  • Edit and update proposals as needed throughout review process.
  • Help administer faculty committee and decisions including note taking, vote recording, communications with registrar’s office.

STUDENT PROJECTS

• Manage jurying of special student awards.
  • Organize advertising and calls for applications including review process, final selections and communications to finalist, applicants and when relevant, host institutions.
  • Serve as staff, first point contact person and resource for juries.
  • Manage processing or purchasing of awards.

• Manage annual student award ceremony, coordinate with chairs.
  • Manage data on awards and recipients from multiple offices.
  • Process award payments.
  • Gather student work images, draft script, reserve venue, coordinate audio visual, send invitations, purchase and stage the reception, communicate with all parties including communications office.

• Work with chairs to promote student wellness and health.
  • Work with DEI officer to further promote diversity and equity.

• Compose and conduct student exit interviews.
• Manage complex academic violation cases along with Associate Dean of students.

ADDITIONAL PROJECTS

• Manage all special projects including conferences, accreditation site visits, retirement celebrations, and other projects as needed.
  • Including travel arrangements, room reservations, venue reservations, communication with all parties including communications office.

• Organize all College of Art visiting lecture visits and faculty lectures.
  • Serve as staff for visiting lecture committee.
  • Draft honorariums, make hotel arrangements, alert communications office and dean’s office, coordinate itinerary, and process visitor payments.

• Process payments for undergraduate classroom visitors.

GENERAL SUPPORT

• Pre-draft memos for director.
• Pre-draft public scripts for director.
• Assist the director in miscellaneous writing.
• Manage the general Bixby office suite including mail, signage, office supplies, etc.
• Solicit and collect college website updates.
  • Work with faculty to keep web pages and course pages up to date.
  • Provide communications office with updated info.

• Regular meetings