Academic Secretary, Art
Union University, Jackson, TN, United States
Academic Secretary, Art
This position is responsible for providing administrative support to the Department of Art. This is a part-time, 10-month position, working 27 hours per week.
Serve as the primary point of contact for the department, responding in person, over the phone, or via other channels; routing inquiries to appropriate resources; and ensuring clear, courteous communication with students, faculty, staff, artists, and visitors.
Coordinate day-to-day departmental operations, including maintaining departmental calendars, event schedules, and deadline reminders for faculty and students; preparing materials and documentation for departmental meetings and announcements; and maintaining records, archives, and correspondence in accordance with university procedures.
Provide administrative support for the department chair and faculty, including preparing and distributing documents; drafting correspondence; collecting and organizing course syllabi; compiling data for departmental reports and communications; and supporting admissions-related efforts, public programming, and faculty searches.
Support academic program administration, including assisting the Chair with course scheduling, faculty load documentation, and roster verification; proofing course schedules and coordinating corrections with the Registrar; tracking majors, minors, and graduating seniors; scheduling senior exhibitions; and maintaining program documentation and curriculum maps.
Coordinate accreditation and institutional reporting, including compiling and maintaining data required for university reporting and NASAD accreditation; assisting in the preparation and submission of accreditation reports, annual updates, and audit documentation; and maintaining records of graduates, assessment materials, and required program files.
Apply relevant campus and departmental policies and procedures in the completion of administrative tasks; handle confidential student information in accordance with FERPA and institutional policies.
Monitor departmental budget lines, track expenditures, and provide regular financial updates to the department chair. Process departmental financial and administrative paperwork, including purchasing requests, supply orders, invoice requisitions, reimbursements, subscriptions, and institutional membership renewals; maintain multi-year financial records for reference, reporting, and audit purposes.
Coordinate student and prospective student activities, including recruitment efforts such as preview days and high school outreach; maintaining prospective student lists and follow-up reporting; supporting departmental student events and communications; and assisting with registration-related processes as needed.
Supervise, schedule, and assign tasks for departmental student workers. Directly assist the Gallery Director with operational coordination of exhibitions, workshops, receptions, and visiting artist events, including artist communication, travel arrangements, artwork shipment, preparation of promotional materials, maintenance of exhibition calendars, and coordination of event staffing.
Communicate departmental information to campus offices including Admissions, Registrar, Marketing, Facilities, and IT as needed; coordinate the distribution of promotional materials and social media updates. Coordinate office supplies and operational needs of the department. Perform other duties as assigned by the department chair in support of departmental operations.
Graduation from high school (or the equivalent) and two years of clerical or administrative experience are required, or an equivalent combination of training and experience. Preference will be given to applicants with an associate degree or higher and university experience. Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union University's Identity, Mission, Core Values, and Statement of Faith, and articulate a Christian worldview in their work and life.
Posting Number - S267P
Required Documents
Resume
Optional Documents
Cover Letter
Letter of Recommendation (1)
Other (1)
This position is responsible for providing administrative support to the Department of Art. This is a part-time, 10-month position, working 27 hours per week.
Serve as the primary point of contact for the department, responding in person, over the phone, or via other channels; routing inquiries to appropriate resources; and ensuring clear, courteous communication with students, faculty, staff, artists, and visitors.
Coordinate day-to-day departmental operations, including maintaining departmental calendars, event schedules, and deadline reminders for faculty and students; preparing materials and documentation for departmental meetings and announcements; and maintaining records, archives, and correspondence in accordance with university procedures.
Provide administrative support for the department chair and faculty, including preparing and distributing documents; drafting correspondence; collecting and organizing course syllabi; compiling data for departmental reports and communications; and supporting admissions-related efforts, public programming, and faculty searches.
Support academic program administration, including assisting the Chair with course scheduling, faculty load documentation, and roster verification; proofing course schedules and coordinating corrections with the Registrar; tracking majors, minors, and graduating seniors; scheduling senior exhibitions; and maintaining program documentation and curriculum maps.
Coordinate accreditation and institutional reporting, including compiling and maintaining data required for university reporting and NASAD accreditation; assisting in the preparation and submission of accreditation reports, annual updates, and audit documentation; and maintaining records of graduates, assessment materials, and required program files.
Apply relevant campus and departmental policies and procedures in the completion of administrative tasks; handle confidential student information in accordance with FERPA and institutional policies.
Monitor departmental budget lines, track expenditures, and provide regular financial updates to the department chair. Process departmental financial and administrative paperwork, including purchasing requests, supply orders, invoice requisitions, reimbursements, subscriptions, and institutional membership renewals; maintain multi-year financial records for reference, reporting, and audit purposes.
Coordinate student and prospective student activities, including recruitment efforts such as preview days and high school outreach; maintaining prospective student lists and follow-up reporting; supporting departmental student events and communications; and assisting with registration-related processes as needed.
Supervise, schedule, and assign tasks for departmental student workers. Directly assist the Gallery Director with operational coordination of exhibitions, workshops, receptions, and visiting artist events, including artist communication, travel arrangements, artwork shipment, preparation of promotional materials, maintenance of exhibition calendars, and coordination of event staffing.
Communicate departmental information to campus offices including Admissions, Registrar, Marketing, Facilities, and IT as needed; coordinate the distribution of promotional materials and social media updates. Coordinate office supplies and operational needs of the department. Perform other duties as assigned by the department chair in support of departmental operations.
Graduation from high school (or the equivalent) and two years of clerical or administrative experience are required, or an equivalent combination of training and experience. Preference will be given to applicants with an associate degree or higher and university experience. Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union University's Identity, Mission, Core Values, and Statement of Faith, and articulate a Christian worldview in their work and life.
Posting Number - S267P
Required Documents
Resume
Optional Documents
Cover Letter
Letter of Recommendation (1)
Other (1)