Visual and Media Arts Assistant
Job Title: Visual and Media Arts Assistant
Classification: C4
Department: Visual and Media Arts
Updated: January 2024
Job Summary
The position of Visual and Media Arts Assistant will provide administrative support to the Visual and Media Arts department, requiring strong attention to detail, excellent organizational skills, a high degree of accuracy, an ability to work independently, and prompt follow through.
Essential Functions
- Supports and partners with VMA Curator of Visual Resources in the development and distribution of marketing materials, delivering to external audiences and entities as necessary.
- Supports the development, coordination, and delivery of programming and services of the VMA center; including public exhibitions, domestic and international guest speakers, welcome events, advising events, outreach events, and events with external partners (i.e.,regional 9 public k-12 school & their art programs).
- Develops, prepares and/or composes responses to memos and correspondence requiring research, judgments, discretion; routinely writes, edits, and submits materials for internal/external communications.
- Establishes and maintains permanent faculty files.
- Coordinates special projects, events and assignments as directed.
- Assists faculty, staff, and students with administrative problems or concerns, provide referrals to university and community resources.
- Manages multiple domestic and international guest artists and speakers.
- Oversees and manages the CSIMS database VMA Sales; the department utilizes this internal system for students to purchase materials (items they cannot easily obtain outside of the campus – precious metals, chemicals, PPE, lumber, oil paints, copper, etc.).
- Finalizes credit card payments/transactions, follows up on unpaid orders/refer unpaid balances to Student Accounts, manages the account (FDM) tied to the VMA Sales budget, enters price updates for 200+ item inventory and keeps a complete historical inventory of the 200+ supplies in the catalog.
- Acts with a high degree of independence as liaison with inside and outside contacts in preparing programs, events, updates, and other support functions related to the department.
- Performs and coordinates scheduling tasks, and supports services associated with preparing and making arrangements for major meetings, exhibits, travel, or other related duties for both internal and external contacts.
- Maintains and analyzes COMPLEX budgetary records and CSIMS revenue systems and budgets relating to Digital Print Shop store.
- Manages creation and maintenance of content for the website.
- Oversees coordination of The Padnos Artist in Residence faculty position which includes assisting in the onboarding process, the implementation and procurement of furnishings for their on-campus housing arrangements, coordinating with internal departments for the on-campus dormitory, assist with budget oversight, and management of the program purchase card and all reconciliation of all related expenses.
- Serves as coordinator for departure of this faculty each year and the arrival of the next.
Non-Essential Functions
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
Not Applicable.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.