VCUarts Fine Arts - Administrative Office Assistant

Virginia Commonwealth University School of the Arts; Richmond (VA); On-site; USD 28,000 - 32,000; Part time

Job summary

Virginia Commonwealth University School of the Arts is seeking an Administrative Office Assistant to provide day-to-day support to the Chairs of the Departments of Fine Arts, Art History, and Art Education. The role is based in the Fine Arts administrative office, with occasional cross-department duties throughout the academic year.

The successful candidate will manage calendars, assist with events, respond to inquiries, maintain records, and coordinate purchasing.

Qualifications

• Bachelor's degree or equivalent combination of education, experience, and training.
• Experience working in a fast-paced office environment with a solutions-oriented approach.
• Proficiency with Microsoft Office and Google Workspace.
• Excellent organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Professional, collaborative, and service-oriented demeanor.
• Demonstrated ability to work respectfully with a diverse population.

Responsibilities

• Provides day-to-day administrative and organizational support to the Chairs and Departments of Fine Arts, Art History, and Art Education.
• Coordinates departmental meetings, appointments, calendars, and scheduling.
• Plans and helps execute student-centered events, visiting artist programs, recruitment activities, and other departmental events.
• Serves as a welcoming point of contact for students, alumni, donors, faculty, staff, visitors, and others.
• Maintains departmental files, calendars, and records with confidentiality.
• Monitors office and event supply needs and coordinates purchasing.
• Assists with documenting events and preparing promotional materials in collaboration with Communications.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Professional demeanor

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Google Workspace

Job description

VCUarts Fine Arts - Administrative Office Assistant

The School of the Arts invites applications for an Administrative Office Assistant who will provide day-to-day administrative and organizational support to the Chairs of the Departments of Fine Arts, Art History, and Art Education. The Administrative Office Assistant will report to the Chair of the Department of Fine Arts and will be located in the Fine Arts administrative office. Administrative office support will be primarily based in the Department of Fine Arts, with administrative support provided to the Chairs of the Departments of Art History and Art Education as needed throughout the academic year.

Primary Duties And Responsibilities

• Provides day-to-day administrative and organizational support to the Chairs and Departments of Fine Arts, Art History, and Art Education.
• Coordinates departmental meetings, appointments, calendars, and scheduling, and assists with meeting preparation and follow-up.
• In coordination with the Chairs, helps plan, prepare for, and execute student-centered events, visiting artist programs, recruitment activities, and other departmental events and initiatives. Collaborates with the VCUarts Office and Recruitment and Admissions and the VCUarts Office of Graduate Studies to ensure organizational alignment and consistency of recruitment-related activities.
• Serves as a welcoming and professional point of contact for prospective and current students, alumni, donors, faculty, staff, visitors, and other members of the VCUarts community.
• Maintains departmental files, planning documents, calendars, and other administrative records in accordance with document retention policies and observes confidentiality expectations.
• Monitors office and event supply needs and coordinates purchasing through appropriate school-level and university processes.
• May assist with documenting departmental events and activities through photography and with preparing departmental flyers, announcements, and other basic promotional materials. Collaborates with the VCUarts Office of Communications on the appropriate use of School and University brand standards and approved language before producing promotional materials and/or photography/video.
• Helps maintain an organized, welcoming, and professional office environment.
• Administrative support to the Department of Art Education could include partnering with appropriate faculty and staff to coordinate various aspects of summer camps.
• Performs routine clerical and administrative functions in accordance with university procedures and guidelines and other related duties as assigned.
• This position is fully on-site and requires all job duties to be performed on campus. Remote or hybrid arrangement are not available.

Required Qualifications

• Bachelor's degree or equivalent combination of education, experience, and training.
• Experience working effectively in a fast-paced office environment with a solutions-oriented approach.
• Proficiency with Microsoft Office and Google Workspace.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Professional, collaborative, and service-oriented demeanor.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Two or more years of experience in a similar administrative role.
• Experience working in a university, arts organization, or other creative environment.
• Experience or background in the arts.
• Graphic design skills and experience preparing promotional or informational materials.
• Photography skills, particularly experience documenting events and activities.

Salary Range: $20-$23 per hour

FLSA Exemption Status: Non-Exempt

Hours per Week: 29 hours per week on average

Flexible Work Arrangement: Fully Onsite

Slotting: H - Sr Administrative Assistant GA 1