Administrative Assistant III - College of Fine Arts and Design

Job description

Job ID 2018-4867
Posted Date 2018-04-08
Org Number 010268
Department CFAD Administration
Division Provost Vice President
Job Type Staff
Location US-OK-Edmond
Proposed Salary Range $13.19 per hour ($27,450 annually)
Targeted Job Start Date 5/28/2018
Hours Per Week 40
Weeks Per Year 52
Regular Workdays/Hours Monday through Friday
Preference Date 4/27/2018

Special Instructions to Applicants

Documents Required:

Cover letter


List of References

College/Department Overview

The College of Fine Arts and Design is a center of excellence for the arts and design, as well as a center of innovation for improving and promoting arts education. Founded in 2001, the college combines the experience of Oklahoma's oldest public educational institution with groundbreaking thinking about the role of the arts on the 21st century. The College of Fine Arts and Design nurtures leadership qualities in students, thus expanding the scope and qualities of their career opportunities. The institution's emphasis is on student-centered education. This commitment to excellence provides students the opportunity to interact and work closely with our more than 100 outstanding full and part-time faculty members who are dedicated to developing the artist, scholar, creative professional, educator, citizen and leader as a whole. With more than 200 performing and visual arts events every year, the college provides students from a variety of academic disciplines and programs to come together to view exhibits, attend special events, experience performances, take classes and discuss their work , and ultimately learn to both specialize and think from a global perspective. The College of Fine Arts and Design currently has six academic units, the Department of Art, Department of Dance, Department of Design, Department of Theatre Arts, School of Music and the Academy of Contemporary Music and specialized accreditations from National Association of Schools of Music (NASM), National Association of Schools of Art and Design (NASAD) and the Council for Interior Design Accreditation (CIDA). For further information see our website

Position Overview

Provide secretarial and administrative support for the Associate Dean of the College of Fine Arts and Design. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions

Serves as the assistant to the Associate Dean, including screening and assisting visitors, managing calendars, and maintaining supply inventory for the Dean's Office.

Oversees and assists with time cards, PCards, travel for faculty and student study tours; monitors enrollment and faculty loads as well as managing the adjunct pay portal; assists with marketing, promotions, and budget for the Melton Gallery.

Collects and manages college documents including curriculum, syllabi, and assessment; must have the ability to prepare and edit documents and correspondence as well as efficiency with data collection and storage.

Will serve as the primary building captain, generate work orders for the Dean's Office, and assist with tracking college facility projects.

Collaborates with Dean's staff in college projects and events, including, but not limited to, the tenure and promotion processes.

Performs other duties as assigned.

Qualifications/Experience Required

Performs administrative or manual tasks. Requires general education or vocational training and 6+ years of relevant experience in chosen field or equivalent combination of education and experience.

Qualifications/Experience Preferred

Experience in Higher Education preferred.


Skills and Behavior: Technical proficiency; Trust and Credibility; Dedication; Team player; Time Management skills; Independent; Results-oriented.

Working knowledge of personal computers and word processing software which may include, but are not limited to proficiency in Microsoft Office (Word, Excel, Access, PowerPoint,Publisher, Outlook.)

Exercises appropriate discretion, initiative and independent judgment.

Excellent telephone etiquette, communication, interpersonal and public relations skills.

Ability to work well with others.

Ability to operate office equipment.

Ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests and education.

Requires in-depth knowledge of university policies and procedures, departments and colleges.

Must be service-oriented, a team builder and player.

Ability to work well under pressure.

Detail oriented with strong organizational skills with the ability to interact with all levels.

Excellent proofing and editing skills.

Physical Demands

Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.





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Job No:
Posted: 4/10/2018
Application Due: 5/9/2018
Work Type: