Administrative Aide - Art & Design

Duties and Responsibilities Marketing, Communications, and Publications • Maintain the School’s calendar of operative and administrative deadline dates and notify appropriate personnel. • Recruit, train, and supervise administrative student hourly workers and student graphic designers supporting School publications and marketing efforts; oversee published works for accuracy and appropriateness. • Coordinate production of print and digital marketing materials including brochures, flyers, exhibition announcements, program guides, and recruitment materials. • Assist with development and advancement initiatives, including communications and event arrangements. • Develop and manage a digital management system for school documents. Director and Associate Director Support • Provide confidential administrative expertise to the Director and Associate Directors; serve as liaison between the Director’s office and external units, constituents, and partners. • Manage the Director and Associate Directors’ complex calendars, including meetings, appointments, lunch/dinner engagements, and events — scheduling based on priority and ensuring the Director is fully equipped and informed for all engagements. • Prepare meeting agendas, compile briefing materials, and record, distribute, and archive minutes for faculty/staff, executive committee, and leadership meetings. • Coordinate all travel arrangements for the Director and designated staff: prepare itineraries, contact meeting associates, compile backup documents, and process reimbursements in accordance with university travel policies. • Handle confidential correspondence and communications on behalf of the Director, including maintaining confidential promotion and tenure files. • Prioritize and triage incoming requests — in person, via phone, and electronically — ensuring timely follow-up and resolution. • Compile and develop complex, highly sensitive reports as requested by the Director and senior leadership. • Record, update, and maintain School’s Bylaws, and Policies and Procedures, and manage unit’s historical archive of governing documents. • Manage scheduling for all academic year meetings for all school-wide committees. Academic and Faculty Affairs • Coordinate and document complex faculty processes both on- and off-cycle: promotion and tenure reviews, third year reviews, annual reviews, sabbaticals, faculty evaluations, specialized faculty promotions, and leave of absence requests. Ensure accuracy, completeness, and timely execution of all required forms. • Coordinate annual faculty activity reports; order and distribute faculty profiles and FLEX reports for the Director’s review. • In consultation with the Vice Chair of the Executive Committee, manage elections for all relevant committees at the unit and the college level elections for the School Executive Committee, Faculty Grievance Committee, College Executive Committee, College Promotion Tenure Committee, Faculty Senate, and Program Chairs; maintain and distribute results. • Serve as a primary liaison between the School’s programs and central university offices, ensuring compliance with institutional policies and academic governance structures. • Maintain accurate records related to faculty affairs, accreditation documentation, and academic reporting. • Manage on-site planning and coordination for accreditation visits (e.g., NASAD); organize accreditation reports for reviews. • Coordinate with academic staff to support program reviews. • Serve as a resource for staff faculty on school By Laws and Policies and Procedures. Events and Programming • Coordinate, and execute major School events including New Faculty Orientation, Planning Day, Holiday Reception, graduation ceremonies. • Manage all event logistics from conception through completion: venue booking, catering, audio-visual setup, invitation management, supply purchasing, and post-event follow-up. • Track event budgets and process associated invoices and reimbursements. • Develop budgets for events in coordination with the Director. Budget and Finance • Makes general office and department purchases and travel arrangements using iBuy, P-Card, or T-Card, then reconciles purchases promptly and submits to Business Services Center, working with the Business Services Center on contracts, honorariums, and purchase orders as required. Human Resources and Staff Support • Coordinate schedules for candidate interviews and on-campus visits for faculty and staff searches; prepare and distribute itineraries and escort candidates as needed. • Coordinate with all faculty search committees to ensure efficiency and clarity. • Support onboarding processes for staff, adjunct faculty, and student workers; maintain school records and coordinate HR-related paperwork using institutional systems.