Department Assistant II, Art Galleries and Performance Series

This operational position provides essential secretarial and clerical support to the assigned administrators and departments, supporting the efficient operation of both the Art Galleries and the Performance Series. The role is designed to be evenly split (50/50) between Gallery logistics and Performance Series administration, requiring strong coordination across multiple College departments.

RESPONSIBILITIES/DUTIES/FUNCTIONS/TASKS:
The responsibilities focus on routine administrative tasks and support for two distinct cultural units, ensuring that tasks are performed accurately and in a timely manner.

50% Performance Series Support

This portion of the role focuses on administrative and logistical support for public programming and live events:

• Provides administrative support for the Performance Series team

• Supports box office ticketing tasks.

• Administers event support, including securing reservations, coordinating catering, submitting necessary work orders, and managing other logistical requirements for one-time or recurring events.

• Develops basic communications and correspondence on and off campus, such as preparing routine mailings or announcements for upcoming events.

• Track and provide reporting on donors, patrons, and other constituents

• Maintains basic calendars, scheduling performance-related meetings and appointments.

• Coordinates individual or group travel arrangements and lodging, and supports expense reporting for visiting artists and performers.

• Maintains positive and collaborative working relationships with the campus community, including but not limited to: catering, facilities, public safety, postal services, the print shop, the Director of Arts Marketing, the Director of the Arts, and the directors of the academic arts units.

50% Art Galleries Support

This portion focuses on staff supervision, general office support, security coordination, and handling exhibition logistics:

• Hires/Supervises student workers and prepares student payroll, as needed. This includes managing student worker scheduling.

• Performs general office support duties, which may involve acting as the department receptionist, answering telephones, and sorting mail.

• Responds to basic inquiries and routine requests.

• Maintains basic files and photocopies.

• Performs basic online research and handles basic information, data, or research requests.

• Coordinates with campus public safety and security

Shared Duties & Interdepartmental Coordination

• Acts as a primary resource to other areas of the College and assists others, as needed, to ensure departmental processes are performed appropriately.

• Coordinates routine administrative processes with facilities (submitting work orders),
public safety, catering, printing and reprographics, and advancement departments

• Handles basic purchases, invoices, and payments, using EMBURSE

• Maintains and tracks basic budgets and grants, and monitors budgets for non-College-sourced funds (grants).

• Routinely demonstrates the ability to learn and use new computer and web-based applications and products. This includes utilizing systems like EMS (for scheduling), FAMIS (for facilities management/work orders), and expense management systems like EMBURSE (accounts payable).

REQUIRED SKILLS:
The individual must possess good organizational skills and good interpersonal and professional communication skills.

• Works well as part of a team, fostering an environment that values differing perspectives.

• Models and reinforces customer service behaviors.

• Routinely multi-tasks.

• Works independently under routine supervision.

• High level of accuracy and attention to detail.

• Possesses basic writing and composition skills. Writes legibly and speaks clearly to ensure messages are understood.

• Knowledge of office procedures and budgets.

• Adept usage of online information resources.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Prior closely related work experience.

• HS Diploma or equivalent.

• Proficiency at the intermediate level for Microsoft Office and Google Workspace.

• Consistently meets deadlines.

ADDITIONAL NOTES AND/OR SPECIAL POSITION REQUIREMENTS:

• Availability to work weekend and evening hours is…