Administrative Coordinator, Creative Arts
Department: Creative Arts
Location: Metropolitan Campus
Reports To: Dean, Creative Arts
Recruitment Type: Internal
Requisition ID: req7330
Employment Type: Full-Time Support Staff
Union Position: Non-Union
Work Schedule: Standard College Hours: M-F, 8:30am-5pm
Number of Openings: 1
Job Description:
SUMMARY
Coordinates the day to day operations of the department. Collects necessary information to track the success of basic outcomes processes and procedures to support the on-going analysis and improvement of departmental efforts. Works with management to implement the communications priorities of the department and College. Leverages a sound understanding of the departmental focus to collaboratively work with colleagues to achieve goals of the department, division and college. Contributes to the continued effectiveness of the team and department by developing and sustaining productive customer and employee relationships. Provides administrative assistance to supervisor as needed. This position requires flexibility, including working Saturdays and supporting special events, showcases, and performances that may occur on the weekends.
ESSENTIAL FUNCTIONS
- May manage leadership schedules and calendars; schedules internal and external meetings and activities with business, community and government institutions; as directed, prepare and assemble agenda, packets and other pre-meeting materials
- Positively responds to departmental requests in a timely manner with strong emphasis on outstanding customer service
- Provides administrative support to supervisor
- Provides assistance to the team’s efforts to complete departmental assignments
- Actively participates in the successful delivery of the direct client service process
- Maintains on-going communication with departmental leadership to report important information, occurrences and issues within the department
- May maintain the department team’s calendars and schedules
- Attends staff and project team meetings and provides follow-up on meeting outcomes including tracking resulting activities and projects
- Prepares and maintains confidential correspondence and documents and assists in processing documents related to employees, purchase orders, employment, benefits and performance review activities
- Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
- Develops strong working relationships with key departments and employees across the College and in the community
- Establishes and maintains general office files and records
- Assists with the preparation of reports, presentations and publications, including research, writing and copy-editing
- Assists with other College-wide projects, initiatives and committees
- May select, train, supervise and evaluate part-time student assistants, interns and part-time assistants
- May aid in the planning, maintaining, and monitoring of a business area’s budget
- Performs other duties as assigned
REQUIRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING
- Associate degree and/or minimum of three years of progressively responsible experience in professional office environment
- Demonstrated experience making sound decisions that affect a work unit or team
- Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations
KNOWLEDGE, SKILLS, and ABILITIES
- Ability to work Saturdays and support special events, showcases, and performances outside in the evenings and weekends, as needed.
- Possess strong organizational and time-management skills
- Possess excellent written, verba