Administrative Assistant for the Center for the Arts (BB-459BB)
Found in: Talent UK
Description:Each Albright employee has a hand in educating future generations of adaptable, global citizens. Join us! Albright College, a liberal arts college in Reading, PA, is seeking an Administrative Assistant. This position is responsible for providing clerical support for two administrative units, the Freedman Gallery and the Center for the Arts (CFA), as well as four academic departments within the Center for the Arts: Art, Fashion, Music, and Theater. Acts as the receptionist for CFA, uses effective customer service skills in working with both internal and external constituents, and solves day-to-day problems based on College policy and procedures. Responsible for duties that support the CFA membership program and Box Office. Works with other divisions, including the Controller’s Office, Advancement, and Communications to implement policies and procedures related to financial accounting, stewardship of donors, and brand consistency. Must demonstrate commitment to a collegial, professional, diverse, equitable, and inclusive workplace. ESSENTIAL JOB FUNCTIONS 1.Provides administrative, fiscal, clerical and office management support for the members of the aforementioned departments and programs. Determines the priority of requests for processing. 2.Serves as the initial point of contact for the CFA to faculty, staff, students, other internal constituents, business contacts and the general public. 3.Provides support to faculty in completing all of their job-related responsibilities, including teaching, scholarship, committee work and other forms of service to the College and community, compiling departmental lists as needed (e.g., faculty office hours, class hours, room assignments). 4.Acts as receptionist for the departments and programs; responds to inquiries and requests; directs, as appropriate, to other College offices or personnel. 5.Provides instructors with information concerning policies and practices of the College and facilitates the dissemination of curriculum information. 6.Responsible for maintaining and composing correspondence and prepares a variety of reports utilizing established guidelines. 7.Provides program information to enrolled or prospective students. 8.Prepares student worker timesheets and ensures their timely approval and submission to payroll. Hires and supervises student workers to assist in the performance of duties. 9.Seeks both guidance and approval of those tasks, that require absence from the office for an indeterminate period of time and arranges for appropriate telephone coverage through the use of features incorporated within the telephone system. 10.Ensures that communications affecting one or more departments are distributed in a timely fashion. 11.Provides a variety of tasks dealing with departmental equipment and educational resources, including ordering, receiving and processing, scheduling use by faculty, and related budget processes. 12.Reports building or equipment failures to the appropriate College service departments. 13.Responsible for monitoring the use of the copy machine and scheduling maintenance or repair as needed. 14.Provides cross coverage to assist other academic departments and programs of the College as determined by the CFA Director and/or Manager of Academic Affairs Administrative Services. 15.Ensures that confidentiality is maintained for all program data that is sensitive and not available for public distribution. 16.Proofreads CFA and Gallery publications and didactic wall texts prior to printing. 17.Receives and codes donations, forwarding to the Controller’s Office with copies to Advancement. 18.Collects, records and deposits trip money and catalog sales. 19.Acts as the main purchasing agent for the administrative and academic offices the position supports. 20.Works with the CFA Director and Department Chairs to maintain and reconcile budgets and financial statements for the Freedman Gallery, Center for the Arts, and the Departments of Art, Fashion, Music, and Theatre, ensuring associated accounts payable and receivable invoices are submitted and paid. Works with the CFA Director as budget manager for endowed for all arts-related areas, helping the Director to process, organize, file and reconcile paperwork. 21.Books all travel for students, staff, and guests. 22.Coordinates and schedules models for studio courses. 23.Responsible for duties that support the CFA membership program, working with the Box Office, Controller’s Office, and Advancement Division to ensure that policies and procedures are developed and implemented according to financial controls for accounting and effective donor stewardship while processing donations. 24.For member communications, orders mailing lists and keeps an internal database of members for regular mail and email correspondence. 25.Is the primary Web Content Steward for CFA and Freedman Gallery, providing updates to those respective web pages, ensuring that all content on those pages is updated and accurate. May also be assigned these duties by chairs of the individual arts departments. 26.Handles advanced ticket sales and online transactions for the Box Office. OTHER ESSENTIAL JOB FUNCTIONS 1.Demonstrates ability to look for inefficiencies and offers suggestions to improve work processes and procedures; 2.Attends trainings to keep current and relevant on skills related to museum registration; 3.Maintains open communication channels to foster a harmonious working environment; 4.Assists on special projects within the CFA; 5.Other duties that may be assigned by the CFA Director. QUALIFICATIONS / PREREQUISITES 1. COMMUNICATION a.Ability to effectively communicate with various constituents of the College, students, faculty, staff, administrators and co-workers using strong and understandable language skills verbally, in reading, written work and comprehension; b.Communication must be professional, consistent with College values, mission and culture; c.Must be able to read, speak, write, and fully communicate professionally in English. 2. SKILLS a.Ability to read, analyze, and interpret directives and instructions; b.Ability to acquire working knowledge of College policies and procedures; c.Ability to perform simple and complex mathematical calculations; d.Ability to respond professionally to inquiries from students, faculty, staff, administrators, and external constituents in a timely manner; e.Ability to work honestly and with integrity; f.Ability to work with the highest level of confidentiality; g.Strong and demonstrated proficiency in MS Office applications (i.e.: Word, Excel, Outlook, Office 365, PowerPoint, OneNote, etc.) with strongest skill emphasis in Word, Excel and Outlook; h.Database management experience highly desirable; i.Excellent attention to detail, and high data entry accuracy; j.Strong organizational skills; k.Ability to represent the department and College professionally; l.Strong interpersonal skills; m.Strong phone etiquette skills. n.Demonstrated commitment to building an inclusive and equitable Albright community, as described in Albright College’s Inclusivity and Equity Statement.3. EMPLOYMENT EXPERIENCE a.2+ years’ related administrative work experience required; previous experience in a museum or performing arts center preferred. 4. EDUCATION a.Minimum of High School diploma or GED required; b.Bachelor’s degree or degree currently-in-progress in related business field strongly preferred; degree or certification related to museum registration methodology a plus. 5. ADDITIONAL REQUIREMENTS a.Current/valid driver’s license.
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