Administrative Assistant, Ringling College of Art and Design, all cities, PA
Ringling College of Art and Design -
all cities, PA,
US
Administrative Assistant
Date Posted: 2024-06-23
Job description
APPLICATION INSTRUCTIONS:
Current Ringling Employees - Apply for jobs internally using the Workday "Jobs Hub" App from Global Navigation Menu on Workday Home Page.
External Applicants - Click the "Apply" button to complete the external application.
Job Description Summary
Provides administrative support to multiple academic departments. Maintains calendars, coordinates travel and generates a variety of reports and correspondence. Coordinates logistics for meetings, off-site classes, workshops and field trips. Attends departmental meetings, and records the minutes. Tracks departmental budget spending. Tasks completed accurately and delivered in a timely manner. Performs other administrative tasks as assigned.
Job Description
DUTIES AND RESPONSIBILITIES:
KNOWLEDGE, SKILLS AND ABILITIES:
Education and Experience
Minimum:
Preferred:
Ringling College of Art and Design is an Equal Opportunity Employer. The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.
Current Ringling Employees - Apply for jobs internally using the Workday "Jobs Hub" App from Global Navigation Menu on Workday Home Page.
External Applicants - Click the "Apply" button to complete the external application.
Job Description Summary
Provides administrative support to multiple academic departments. Maintains calendars, coordinates travel and generates a variety of reports and correspondence. Coordinates logistics for meetings, off-site classes, workshops and field trips. Attends departmental meetings, and records the minutes. Tracks departmental budget spending. Tasks completed accurately and delivered in a timely manner. Performs other administrative tasks as assigned.
Job Description
DUTIES AND RESPONSIBILITIES:
- Provides administrative support for multiple departments, to include Department Heads, faculty and students.
- Coordinates and facilitates travel for Department Heads, faculty, staff and students.
- Generates reports and correspondence; maintains filing systems.
- Coordinates meeting and special event logistics through room reservations software. Arranges meals and/or refreshments, and AV services; generates work orders through facilities for set-up/breakdown and requested equipment.
- Works closely with the Office of Business Affairs, Student Life and Public Safety to arrange off-site classes/workshops, local and overnight field trips, and exhibitions.
- Attends department meeting and records minutes for distribution.
- Assists in collection of faculty data for accreditation purposes.
- Processes facilities maintenance requests, purchase orders, invoices, and check requests. Makes purchases for the departments, reconciles purchasing card reports, and secures appropriate approvals.
- Works with immediate supervisor to disseminate event information to greater Ringling College community via email blasts and announcements.
- Keeps Department Heads/Program Directors apprised of upcoming deadlines.
- Monitors monthly budget reports and apprises Department Head/Program Directors of budget variances.
- Assists Department Heads/Program Directors in preparation for annual budget cycle.
- Posts open positions for student job opportunities, completes hiring paperwork, and approves student worker timecards.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
- Works independently with minimal supervision.
- Possesses a high level of interpersonal skills; ability to work as a team member and to interact with a wide variety of personality types.
- Ability to identify, analyze, and solve problems.
- Ability to prioritize and adapt quickly within a rapidly changing environment.
- Possesses excellent organizational skills; demonstrates a methodical, systematic approach to planning and executing multiple projects in several areas simultaneously
- Ability to communicate effectively both verbally and in writing.
- Proficient in Microsoft Excel, Word, Outlook, and data entry.
- Working knowledge of budget fundamentals, including variance tracking, monthly reporting to Department Heads, and information gathering for future budget cycles.
- Ability to present a professional image.
- Ability to work regular established hours of operation and additional hours as business necessitates.
Education and Experience
Minimum:
- High School Diploma or equivalent.
- Three years of administrative and/or office management experience.
Preferred:
- Bachelor's degree
- Experience working in higher education, especially Academic Affairs.
Ringling College of Art and Design is an Equal Opportunity Employer. The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.