Administrative Assistant, School of Art

• Monitors and triages the AVT email account, responding and routing as needed;
• Maintains the organization and readiness of the front desk, conference room, and shared administrative spaces;
• Processes purchases on a university purchasing card and reimbursements in full compliance with university and state policy, and allocates and documents transactions accurately;
• Processes food and beverage requests, and manages office supply inventory and reordering;
• Coordinates vendor paperwork, quotes, and routine procurement steps, routing items requiring approval to the Director or designated approver;
• Supports contract and vendor documentation and tracking; and
• Maintains accurate records and files, and handles sensitive information with discretion. 

• Coordinates logistics for meetings and School events;
• Manages complex scheduling across faculty, staff, and reservable spaces, resolving conflicts independently;
• Reserves School spaces using 25Live and assists with coordinating advising appointments using Navigate Mason; and
• Supports Director and Advisors with data entry and submission of adjunct faculty assignments. 

Visitor Experience, Tours, and Communications

• Greets and assists students, staff, faculty, vendors, and visitors, and answers and directs office phones professionally;
• Schedules and occasionally leads guest tours of the School of Art, representing the School to prospective students and visitors;
• Generates room charts, posts and removes building signage, and unlocks classrooms; and
• Maintains the listserv and distribution lists, and assists with distribution of program related reports for internal and external audiences.

Other Related Duties

• Performs other related administrative tasks as assigned by the Director.

These qualifications are required. Applicants should demonstrate a track record of independent administrative work, not simply exposure to it.

• Demonstrated ability to independently manage the daily operations of a busy office, prioritizing and following through on competing demands with minimal supervision;
• Demonstrated proficiency with MS Office, including Outlook, Excel, PowerPoint, and Word, at a level that includes building and maintaining spreadsheets and formatting professional documents;
• Demonstrated experience processing purchases in compliance with formal financial policies and procedures;
• Demonstrated skill managing complex calendars and scheduling systems and resolving conflicts independently;
• Strong written and verbal communication skill, including professional correspondence and triage of a shared email account;
• Proven ability to handle confidential and sensitive information with discretion;
• Demonstrated problem-solving ability and sound judgment in a fast-paced environment; and
• Ability to schedule and lead guest tours and to provide responsive, professional customer service to a diverse community.