What are the responsibilities and job description for the Administrative Assistant position at Ringling College of Art and Design?
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:
Education and Experience
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.
- 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
- High School Diploma or equivalent.
- Three years of administrative and/or office management experience.
- Bachelor’s degree
- Experience working in higher education, especially Academic Affairs.