As a departmental administrative assistant, you will support student needs, promptly respond to all student questions, and assist departmental leadership with school initiatives and ongoing collaborative projects. You will oversee departmental scheduling for classroom spaces, extended learning opportunities, and SCADextra workshops. You will also assist with SCAD Day building preparation and serve as the point of contact for the physical resources department regarding building needs. Among other duties, you will manage correspondence, including reading and routing incoming mail, locating and attaching appropriate files for leadership, and composing routine responses. Additionally, you will organize and maintain the file system and other records.

In this role, you will maintain leadership calendars and schedules, gather information, and complete paperwork for all alumni and professional mentors, including support in curating visit itineraries and booking travel. Among other duties, you will greet visitors and direct them to the appropriate area or person, order and maintain supplies, and arrange equipment maintenance. Responsibilities include the maintenance of display spaces to continuously showcase outstanding student work from the department, including but not limited to printing, displaying, and coordinating with physical resources needs before events. You will also collaborate with housekeeping staff to ensure buildings are student-ready, identifying needs, entering work orders, and following up to ensure tasks are completed.

In this position, you will coordinate and schedule meetings, prepare agendas, reserve and prepare facilities, and record and transcribe meeting minutes. You will coordinate quarterly report submissions from faculty and prepare a draft for departmental leader approval. At the end of each quarter, you will remind faculty of submission deadlines for syllabi, faculty comments, final grades, and other materials. You will also coordinate with the communications team to ensure that end-of-quarter photo documentation of outstanding student work is completed.

The collaboration of the departmental administrative assistant extends to all units of the university, including but not limited to work on accreditation initiatives with institutional effectiveness, recruitment with admissions, student matters with student success, the registrar, career and alumni success, professional partnerships with SCADpro, academic content for printing and publishing and creative services, awards and rankings with institutional recognition, and more.

The ideal candidate displays excellent communication, organizational, and project management skills. They can manage diverse groups of people, demonstrating punctuality, responsiveness, and agility. The candidate can maintain confidentiality and accuracy while meeting deadlines. They are committed to professionalism, honesty, and integrity. Additionally, the candidate can manage multiple priorities.

Minimum qualifications:  

• At least one year of related experience
• Computer skills, including Microsoft Office software suite, Banner, or a similar database 

Preferred qualifications: 

• Bachelor’s degree
• Successful work experience in an academic environment

Certificates, licenses, and registrations:

• Valid driver's license

Travel required:

• Less than 10%

Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday from 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings. 

ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.