Special Projects Assistant to the Director – College and Graduate School of Art – Sam Fox School of Design & Visual Arts

Special Projects Assistant to the Director – College and Graduate School of Art – Sam Fox School of Design & Visual Arts

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)

Responsibilities

• Manage annual course planning process with chairs and director.
• Liaise with the registrar’s office and Director’s office, managing and tracking all schedule changes.
• 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.
• 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 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 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.
• Manage all special projects including conferences, accreditation site visits, retirement celebrations, and other projects as needed.
• Organize all College of Art visiting lecture visits and faculty lectures.
• Draft honorariums, make hotel arrangements, alert communications office and dean’s office, coordinate itinerary, and process visitor payments.
• Process payments for undergraduate classroom visitors.
• 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 with 3 other College of Art staff to ensure communication and support.
• Archive for historical reference all projects managed.
• Be of support for new academic programs.
• Other duties as assigned.

Preferred Qualifications

• Adobe Acrobat
• Computer Literacy
• Copy Editing
• DocuSign
• Effective Written Communication
• Interpersonal Effectiveness
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Multitasking
• Office Equipment
• Oral Communications
• Organizational Excellence
• Project Prioritization
• Self Motivation
• Student Information Systems
• Student Programs
• Supervision
• Workday
• Workday Student
• Working Independently
• Writing