Assistant to the Dean, College of Fine Arts

Dallas Baptist University; Dallas (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Dallas Baptist University in Dallas, TX seeks an Assistant to the Dean for the College of Fine Arts. The role supports the Dean, department chairs, and faculty with office operations, scheduling, budgeting, communications, and event coordination.

Responsibilities include calendar management, course scheduling input, payroll/payables coordination, and governance of COFA events and online platforms. Flexibility for odd hours and on-campus presence is expected.

Qualifications

• Experience in executive administrative support is preferred.
• Strong organizational, communication, and confidentiality skills.
• Proficiency with campus software such as Colleague and Informer is strongly desired.
• Ability to manage multiple tasks and deadlines.

Responsibilities

• Manage the Dean’s calendar and schedule appointments and meetings.
• Serve as the Dean’s main administrative assistant.
• Coordinate communication between the Dean and the Provost.
• Input course scheduling in Coursedog and process revisions with Dean and chairs.
• Handle COFA financial and business operations incl. PO processing, payroll advices, budgeting, and AP communications.
• Coordinate hiring processes for COFA staff and faculty.
• Oversee COFA departments and student workers; maintain faculty rosters and catalog entries.
• Proof event programs in InDesign and print approvals.
• Assist with COFA social media coordination and web content updates.
• Manage music department inventory and COFA storage facilities.
• Coordinate with campus staff on event logistics and venues.
• Assist in advising students as needed.

Skills

Leadership & supervision

Effective communication

Organization

Interpersonal sensitivity

Research & reporting

Professionalism & confidentiality

Deadline-driven

Team collaboration

Tools

Microsoft Office

Colleague

Entrinsik Informer

Planning Center Online

Adobe Creative Suite

Avid Sibelius

Finale Music Notation

Job description

Assistant to the Dean, College of Fine Arts

#1815

Job Description

GENERAL OBJECTIVES:

The Assistant to the Dean of the College of Fine Arts is charged with assisting in the efficient and effective office operations of the college. Primary responsibilities are to carry out task assignments for the Dean of the College of Fine Arts with additional assistance provided to the Chairs of the Departments of Art, Communication, and Music, and other professors within the college as needed. This position reports directly to the Dean of the College of Fine Arts.

QUALIFICATIONS:

• The successful candidate for this position will understand and is committed to the educational values of a Christian liberal arts education.
• Skills needed include leadership/supervisory, effective communication, organization, interpersonal sensitivity, and research and report generation. All assignments and responsibilities will require high levels of professionalism and confidentiality.
• Technical ability and skill in basic Microsoft Office applications (Word, Excel, etc.) and other DBU applications such as Colleague, and Entrinsik Informer is strongly desired. Planning Center Online, the Adobe Creative Suite, Avid Sibelius, and Finale Music Notation is a plus. General financial and budgeting understanding with associated math (light).
• Managemultipleprojectscompetentlyandworkwellwithdeadlines.
• Works well as an individual and in team environment in completion of job responsibilities.

RESPONSIBILITIES:

• Manage the Dean’s calendar and setting his appointments and meetings
• Serve as the Dean’s main administrative assistant
• Coordinate communication between the Dean and Office of the Provost on all matters
• Coordinate and input course scheduling in Coursedog and process revisions with Dean, departmental chairs
• Coordinate COFA financial and business operations – process purchase orders, generate payroll advices for full-time/adjunct faculty, budget input/maintenance, correspondence with accounts payable office.
• Coordinate employee hiring process with dean (accompanists, student workers, full-time and adjunct faculty).
• Manage Blackaby Hall, Communications Department, Visual Arts Department, and Music Department/ Office of the Dean student workers.
• Maintain database of faculty course loads.
• Maintain COFA portion of undergraduate/graduate catalog.
• Provide correspondence and clerical support for the dean.
• Coordinate university transportation needs for COFA academic field trips – vehicle reservation, driver licensing applications, request liability release and correspond with general counsel.
• Assist in the requesting of recital and concert event dates
• Oversee textbook adoption process, submit orders, correspond with faculty/program directors/dean/ bookstore, maintain database.
• Oversee the maintenance of COFA faculty contact information roster, files, and COFA student files.
• Manage syllabus review processes
• Manage event logistics and correspondence with necessary supporting departments in communication with COFA administration and event contact(s). (Physical Operations, Media Services, Security, Sedexo, etc.)
• Coordinate contractual items with appropriate COFA staff/administration and campus administration. (music/orchestration rentals, orchestra/musician contracts, theater rights, performance rights, material rentals, etc.)
• Maintains COFA calendars. (outside of academic schedules)
• Assist with COFA social media accounts and coordinates with social media managers in other COFA departments. (follow correspondence, content generation, analytics, etc.)
• Oversee COFA (www.dbu.edu/fine_arts) and DBU Music (www.dbumusic.com) websites (faculty bios/headshots, schedule of events) and other online platforms. (Dropbox, Planning Center Online, Acuity Scheduling, etc.)
• Manage Department of Music instrument/equipment inventory.
• Manage COFA storage facilities on/off campus.
• Involved in the proofing of event programs in InDesign for student/faculty recitals and Friday Seminar/Performance Lab recitals/events including final approval to print.
• Work in box office and ticketing operations as well as the ticket sales/box office portion of dbumusic.com
• Supervise the Event Recording Tech with maintenance of a/v recording archive in Vimeo as needed.
• Coordinate with the Division of Keyboard Studies regarding the scheduling of the piano tuner
• Assist in Advising students as needed
• Managing student workers in the Office of the Dean

WORK SCHEDULE:

The individual is expected to maintain regular, daily office hours where assigned hours will balance the needs and expectations of current and prospective fine arts students with the needs of the university and College of Fine Arts. Some schedule flexibility is given with respect to major stage productions (evenings/weekends, on/off campus), academic registration, and various other events. Evening and weekend hours may be necessary and assigned, particularly during times of Department of Music performances and peak academic registration for COFA students.

WORK LOCATION:

This position will work on the main campus, located at 3000 Mountain Creek Parkway, Dallas, TX 75211.

Requirements

• Must be a committed follower of Jesus Christ who remains in compliance with the University Commitment of Faith (Click Here to Read) , including, but not limited to, believing in the DBU Core Convictions, being an active member of a local church that adheres to the DBU Core Convictions, conducting their lives in accordance with the Christian Code of Conduct, respecting and honoring DBU’s Baptist Heritage, and upholding their lives and teaching in accordance with DBU’s Statement of Human Sexuality.
• Must comply with all applicable University policies, procedures, rules, and standards of conduct as amended from time to time.

Dallas Baptist University complies with all applicable federal and state non-discrimination laws and does not engage in unlawful discrimination on the basis of age, biological sex, disability, veteran status, genetic information, race, color, or national origin in any employment practice, admissions, education program, or educational activity. Under federal and state law, the University may discriminate on the basis of religion in order to fulfill its purposes.