Administrative Assistant III, Fine Arts

3 weeks ago

Miami Shores, United States Barry University Full time

The Fine Arts Administrative Assistant III is responsible for providing general office management and support to the Chair, Assistant to the Chair and the Fine Art faculty. The position includes but is not limited to, responding to phone calls, requests for information, handling correspondence, collecting data, data entry, processing paperwork, and maintaining files.
More specifically, the Administrative Assistant III is responsible for all personnel files, inputting of departmental courses through AIS, preparing Dean's and President's lists, Faculty Evaluation forms and serves as liaison to Facilities Management, Conference & Event Services, Marketing, DoIT, and AIS. The Administrative Assistant III will also help maintain the Music programs inventory and loaner system for the instruments.
Needs to be proficient in use of Internet Explorer and Microsoft office (Word, Excel, PowerPoint and Outlook); will be trained on use of AIS. Knowledge and experience in the Visual Arts is beneficial, but not required.
The Administrative Assistant III will work closely and in collaboration with the Assistant to the Chair of Fine Arts. This position will be required, on occasion, to alternate responsibilities with the Assistant to the Chair while maintaining a continued presence in the Fine Arts office.
Assists in daily administration and operations of Fine Arts office

  • Greets and assists all faculty, staff, students and guests in a kind, considerate manner.
  • Assist students and alumni with all email requests as received.
  • Answers and screens incoming phone calls
  • Directs calls to appropriate person
  • Takes detailed messages
  • Maintains reservation lists for Pelican Theatre
  • Handles reservations via EMS website for events for Pelican Theatre, Broad Auditorium, Gato Gallery, Fine Arts Quadrangle and all departmental performances and events.
  • Operates and maintains all office equipment including, but not limited to; copy machines, printers, computers and telephones.
  • Maintains inventory of office supplies for departmental use.
  • Responds to requests from faculty, staff, and students
  • Assesses requests for information and determines appropriate course of action.
  • Sorts and delivers mail and paperwork to faculty, staff, adjuncts and Fine Arts personnel
  • Includes personal delivery of items when needed to Fine Arts faculty and staff.
  • Serves as Liaison to copier/printer vendor.
  • Orders needed supplies for all Fine Arts copiers.
  • Keeps up-to-date with new policies, procedures and technologies by attending Barry training sessions when appropriate.
  • Attends Barry training sessions for data entry, AIS, Work Day and various other software used in the department.
  • Maintains and submits work tickets for updates to the Fine Arts Website.
  • Assists with the hiring and interview process of work-study candidates.
  • Assist with creating and coordinating the work-study schedule to ensure there
    is no overage of time and hours allotted.
  • Assists with the supervision of Work Study students.
  • Sorts and delivers mail and paperwork to faculty, staff, adjuncts and Fine Arts personnel
  • Includes personal delivery of items when needed to Fine Arts faculty and staff.
  • Serves as Liaison to copier/printer vendor.
  • Orders needed supplies for all Fine Arts copiers.
  • Keeps up-to-date with new policies, procedures and technologies by attending Barry training sessions when appropriate.
  • Attends Barry training sessions for data entry, AIS, Work Day and various other software used in the department.
  • Maintains and submits work tickets for updates to the Fine Arts Website.
  • Assists with the hiring and interview process of work-study candidates.
  • Assist with creating and coordinating the work-study schedule to ensure there
    is no overage of time and hours allotted.
  • Assists with the supervision of Work Study students.
Provides administrative and clerical support to the Fine Arts Department
  • Communicates information clearly and efficiently
  • Keeps Chair informed of decisions and actions
  • Takes minutes for the Fine Art Department meetings
  • Helps Faculty & Staff secure and prepare materials/information as needed for departmental projects, reports, meetings and presentations.
  • Provides timely and accurate follow-up on all pending issues
  • Inputs Fall, Spring, Summer I & Summer II schedules three times per year
  • This includes communication with faculty via in person, emails and phone calls to gather, organize and input data.
  • Assists faculty with any sections changes in AIS after finalized scheduled has been submitted.
  • Prepares Dean's List and President's list - 2 times a year for Chair's signature, running AIS reports and mailings to student awardees.
  • Prepares, distributes and logs departmental scholarship letters each semester.
  • Prepares faculty evaluation packets two times per year for the Chair maintaining confidentiality at all times.
  • Responsible for keeping a log of all music rental agreement forms per student, per semester as instruments are rented and returned.
  • Responsible for coordinating, organizing and maintaining music inventory and ensuring instruments are returned each semester.
  • Coordinates and schedules music program voice and instrument auditions.
  • Maintains Piano Maintenance/tuning log.
  • General departmental duties as assigned by supervisor.
Coordinates the use of the Fine Arts facilities and calendar of events for departmental programs.
  • Updates and maintains calendar for Visual & Performing Arts events for all departmental performances and events.
  • Coordinates use of Broad Auditorium, Pelican Theater, FA 130, Quad, FA149, and Thompson Hall Dance Studio by department and university and Gato Gallery.
  • Helps with publicity and marketing efforts of Fine Arts events, including preparing and submitting information to different university and off campus organizations.
  • Helps to supervise the design and submission of the Fine Arts related marketing materials and information for most Fine Art Events and promotions.
  • Works closely with marketing and various areas within DoIT to streamline the in-house promotion efforts of the department.
  • Maintains complex and confidential files.
  • Files paperwork in timely and organized manner
  • Maintains orderly, up to date and properly labeled files
  • Uploads departmental academic documents to C&P SharePoint site each semester as required.
  • Coordinates and prints new incoming student files utilizing the BU Onboarding Application.
  • Maintains and updates all departmental advisee and new student files.
  • Maintains a list of all new incoming and transfer students each semester.
  • Assists faculty and staff with acquiring reports, lists and information found in the AIS database.
  • Assist faculty with the paperwork during the advising process in-house and off campus to complete registration process.
  • Assist students with registrations adjustment forms and overrides when classes are full to satisfy Gen/Ed Distribution requirements.
    • Verifies student hiatus status in AIS to clarify if student has any holds preventing them from registering as requested per semester.
Manages the office facilities
  • Serves alongside Chair and Assistant to the Chair as a liaison to Facilities Management for entire Fine Arts facilities.
  • Initiates and follows up on work requests
  • Maintains a monthly report documenting facilities related issues that are new, pending and resolved. This involves a visual assessment of the Fine Art facilities on a monthly basis.


Initiates and/or recommends process improvements.

This is an in -person position

QUALIFICATIONS/REQUIREMENTS

1-3 years previous work experience

Advanced knowledge of Word, and Excel

Expert written and oral communication skills

Ability to perform advanced clerical and administrative support duties

Bachelor's degree preferred

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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