Fine Arts Building Administrative Assistant

Dodge City Has Jobs in Dodge City, KS

  • Type: Full Time
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Under the general direction of the Executive Assistant to the Vice President of Academic Affairs, this position will work in the Fine Arts Building and support the faculty and students by providing clerical support, aiding in event planning, answering phone calls, transferring calls, taking accurate messages, generating correspondence, and completing reports or forms for the department. This is a nine month part-time position from mid-August to mid- May. Essential Functions:
  • Order and maintain supplies for classrooms, labs, offices and equipment (copier, Scantron, Multi-Media)
  • Prepare and maintain invoices, requisitions, and purchase orders as well as track budget expenditures per faculty.
  • Operate proficiently all office equipment and see that it is used and maintained properly.
  • Operate the multi-media stations in each classroom proficiently and properly maintain them.
  • Sort and distribute mail for Fine Arts faculty, staff, full-time and part-time.
  • Make copies, monitor copier usage, and/or utilize appropriate copy center services.
  • Maintain building classroom schedules each semester.
  • Assist VP of Academic Affairs office with the scheduling of classes and classrooms throughout the year.
  • Report faculty absences to Human Resources through the Employee Absence Reporter (EAR) and post faculty absences notices for students.
  • Keep bulletin boards and other posted notices up to date and orderly.
  • Maintain filing systems.
  • Maintain office supplies and materials for the department.
  • Collect each semester’s syllabi from faculty and adjuncts for the Fine Arts department and send electronically to the Academic Affairs Coordinator.
  • Maintain enrollment material for faculty and students during enrollment periods
  • Assist with special event arrangements.
  • Distribute materials and correspondence as necessary.
  • Coordinate with Faculty to plan, set up, and execute events and performance for the Fine Arts department.
  • Work with the Marketing and Public Relations department to prepare programs for Fine Arts events, including the submission of work orders as needed and coordinate with the facilities and operations staff.
  • Answer telephone, take messages, transfer calls, deliver messages to students and faculty.
  • Direct visitors, college personnel and students to rooms within the building and other campus locations.
  • Assist new faculty with office furniture, equipment and supplies; directions to obtain ID and Parking Stickers; computer and phone set ups, forms, mail, procedures, etc.
  • Help maintain building security and oversee maintenance of building and equipment by completing Maintenance Request online.
  • Serve as secretary for campus committees as assigned
  • Order desk copies of textbooks for faculty.
  • Other duties as assigned by the Executive Assistant to the Vice President of Academic Affairs.
  • Qualifications:
  • Minimum of high school diploma
  • Ability to operate copier, computer, printer and appropriate software, multi-line telephone, fax/scan/copy machine and printing calculator. Ability to type with accuracy
  • Skill in running PC computers, and position appropriate software, i.e. FileMaker Pro, Microsoft Office, Outlook, and Meeting Room Manager
  • The ability to meet deadlines as needed by faculty
  • Excellent organizational skills
  • Excellent verbal and written communication skills in English
  • Must maintain valid driver’s license
  • Previous secretarial experience, computer courses and/or applicable college hours.
  • Position related computer/software courses, and other applicable college courses.
  • None
  • With or without assistance

  •  Ability to communicate in written and verbal forms
  • Ability to stand and sit for long periods of time
  • Ability to access classroom, office, and other campus locations
  • Ability to occasionally carry supplies weighing 20-30 pounds
  • Math Science
  • Disclosure: The above job description supersedes all previous descriptions.This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities.The job description may not be inclusive of all duties and job responsibilities.Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

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  • Fine Arts Building Administrative Assistant – Part Time
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