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Administrative Assistant - Art Department
Milwaukee, WI / Wauwatosa, WI
Job Description
ADMINISTRATIVE ASSISTANT August 7, 2015
Mount Mary University is seeking an individual to contribute to the realization of our mission. The administrative assistant to the Art and Graphic Design Department is responsible for maintaining a harmonious flow of persons and communications to and from the department office, as well as performing numerous office and support duties while being able to work independently on projects.
ESSENTIAL DUTIES:
Duties include, but are not limited to, the following:
KNOWLEDGE, ABILITIES, AND QUALIFICATIONS:
Mount Mary University is seeking an individual to contribute to the realization of our mission. The administrative assistant to the Art and Graphic Design Department is responsible for maintaining a harmonious flow of persons and communications to and from the department office, as well as performing numerous office and support duties while being able to work independently on projects.
ESSENTIAL DUTIES:
Duties include, but are not limited to, the following:
- Maintain a welcoming and supportive demeanor while acting chairperson, faculty, students and visitors of the department.
- Maturity in response to a young student population and their associated needs in an office setting.
- Act as liaison to IT and Facilities to report and track classroom and office needs.
- Collect and deliver campus mail, process bulk mailings and manage multiple mailing lists.
- Prepare meeting agendas and maintain minutes for department and committee meetings.
- Maintain accurate and up-to-date records and confidential files for the department.
- Operate Microsoft Office Suite.
- Schedule appointments and room reservations as needed.
- Prepare contracts for part-time faculty.
- Act as Content Manager for department website and other social media under the direction of the chairperson.
- Manage and track department budget expenditures on a regular basis and prepare check reimbursements.
- Support special events organized by the Department: preparing invitations, announcements, certificates, display information, managing catering, maintenance requests, and completing any follow-up correspondence.
- Monitor and/or purchase office and studio course supplies as needed or directed.
- Supervise student worker and submit time cards in a timely manner.
KNOWLEDGE, ABILITIES, AND QUALIFICATIONS:
- Associate degree or bachelor’s degree required.
- Experience working in an administrative support role, previous experience in an academic setting preferred.
- Ability to work with modest supervision and confidence to solve problems and detail-oriented.
- Outstanding communication skills, both written and verbal.
- Commitment to working as a team member and working with diverse constituencies.
- Ability to build relationships with other university departments.
- Ability to maintain confidentiality.
- Sincere desire to assist faculty and students; strong customer service orientation.
- Excellent computer skills in Microsoft Word, Excel and PowerPoint and ability to learn new software as needed, such as Adobe Pro and Jenzabar. Proficient in all aspects of Outlook including managing calendars, setting up meetings using electronic searches, resource reservations, recurring meetings/class schedules and all other Outlook capabilities.
- Flexibility in working with frequent interruptions.
- Available to work hours on Monday-Friday to coincide with faculty and student peak hours.
Job Summary
Company
Start Date
Immediately
Employment Term and Type
Regular, Part Time
Hours per Week
16 to 24
Required Education
Associate Degree
Required Experience
1 to 4 years
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