Job Description
The Administrative Assistant provides administrative and operational support to the Administrative Manager/Coordinator to the Dean of the School of Art & Design and the Performing Arts Division. This position plays a vital role in supporting daily operations, event logistics, faculty and student services, and summer program coordination. The successful candidate will be detail-oriented, collaborative, and proactive in ensuring that administrative and programmatic functions are executed smoothly and efficiently . This position requires flexible hours due to some evening and weekend events.
This position/title is covered by the CSEA, Local 749 union contract. The successful candidate will be a member of the CSEA, Local 749 bargaining unit. Rate: $16.72-$17.68; 35 hours per week, Union Grade 7
Essential Functions: This position has supervisory authority over work-study students.
- Assists with scheduling, calendar management, and internal communications for the Administrative Manager/Coordinator and Dean’s Office
- Maintain organized filing systems (digital and physical), records, and databases
- Monitor and track supply inventories and execute procurement processes using Unimarket and completing credit card reconciliation
- Logistical support for Special Events and Programs
- Provide front-line support and reception for the School of Art & Design administrative offices
Faculty & Staff Support: - Support the onboarding and orientation process for new faculty, adjuncts, and staff, Randal Chair, Summer Resident Artists, Visiting Artists, including key requests, setup of offices, Cohen Apartments, and materials preparation
- Assists in communicating with faculty to provide documents on behalf of the Administrative Manager/Coordinator related to faculty promotion, tenure, sabbaticals, and committee assignments
- Help coordinate internal faculty communications and collection of information
Summer Arts Programming: - Assist with registration, communications, and logistics related to summer workshops & residencies
- Responsible for assisting with registration, communications, housing, transportation, supplies, and other logistical details in collaboration with university partners
Event Support: - Provide logistical and administrative support for arts-related events
- Help manage event space bookings, room setups, AV needs, signage, and materials preparation
- Coordinate travel and hospitality arrangements for guest speakers and visiting artists
- Serve as a point of contact for event vendors and internal partners as needed
- Must have a valid drivers license for transporting materials to and from events
Collaborative & Operational Duties: - Work closely with the Administrative Manager/Coordinator to the Dean and other staff across the School and Division to support shared projects and ensure smooth office operations
- Serve as backup support for the Administrative Manager/Coordinator during absences or peak times
- Maintain a welcoming, inclusive, and professional environment for all visitors and constituents
- Assist with supervising and mentoring student workers, interns, or work-study assistants as needed
Other Duties & Responsibilities: - Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives
- Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
- Assist/Support the Special Events Coordinator with summer activities such as summer school and workshops
- Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
- Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
- Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
- Effective written and oral communication skills
- Contributes to the overall success of the University by performing other duties as assigned
Qualifications-Education & Experience, Knowledge, Skills & Abilities: - Associate’s degree required; Bachelor’s degree preferred
- 2+ years of administrative support experience, preferably in an academic or arts environment
- Experience supporting events, managing calendars, and handling confidential information
- Events planning skills
- Research skills
- Enthusiasm for working with a diverse faculty and student body
- Skill and enthusiasm for working in a fast-paced environment
About Alfred University: Lighting the way for students since 1836.
“We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.” Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu .
Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.
Job Tags
Full time, Contract work, Summer work, Work at office, Local area, Flexible hours, Weekend work, Afternoon shift,