Description:
Responsibilities:
Position reports to the Glassell School of Art Associate Director and is responsible for duties and tasks related to the support of the Glassell School and its programs, and includes working with the Registrar, Dean, Associate Dean, Exhibitions Coordinator and other support staff, as well as faculty for the Studio School program.
- Serves as reception for the administrative office, answers phones and directs calls appropriately, and works with Studio School students and faculty for general program questions about the Studio School
- Answers calls, directs in person visitors and directs general web enquiries for all Glassell programs – Junior School, Core Program and Civic Engagement projects.
- Processes any on-site merchandise sales, and manages inventory of merchandise items.
- Responsible for scheduling and management of classroom models, including booking models for appropriate classes and labs for each semester, monitoring schedules, working to fill cancellations, and processing payments to models and all appropriate accounting documentation.
- Works with faculty on scheduling spaces outside of typical classroom use, as well as assisting with bookings and notices to MFAH departments for Studio School class tours at MFAH campus. (Includes working with MFAH Scheduling system and communication to other departments)
- Assists faculty with requests related to IT, AV, Facilities and Housekeeping and traffics requests appropriately, including following up with appropriate departments for needed action.
- Manages shared classroom resources, including projectors and iPad cart(s), and manages any repair/maintenance/replacement/update schedules for shared equipment.
- Works with Studio School faculty to prepare and process visiting artist honorariums and accounting documentation.
- Works with Registrar and Associate Dean on semester room and door charts, and posts schedules appropriately in building in timely fashion.
- Works to compile and submit parking pass information to Parking Office in advance of semester start. Works with students at the start of the semester for any parking pass issues.
- Works with Registrar and Assistant Registrar to process registrations or assist students with online registration.
- Works with Exhibitions Coordinator to manage exhibition schedules including calls for entry, assisting in sorting and collecting work coming in and out for exhibitions, notices to exhibition participants for acceptance/rejection, and assists in label production.
- Works under direction of Dean on Scholarship Processes – distributes info to and collects applications from students, compiles applications for faculty jurors, notifications to students, notices to Registrar of scholarship recipients.
- Works under direction of Dean and faculty on Study Abroad Programs, including compiling and distributing information on trips, assists with travel bookings, creates itineraries, ID cards and contact sheets for trip cohorts, assists in reconciling financials at the close of the trip
- Works under direction of Associate Dean to distribute, collect and compile faculty evaluations.
- Works under the direction of the Recruiting and Marketing Liaison for Studio School events, including Student Sale and Open Houses, particularly as they relate to needing to coordinate and manage students.
- Responsible for general supply orders and works with Associate Director and faculty on procurement process, as needed.
- Financial backup to Associate Director to process, track and manage purchases and expense reports.
Skills, Knowledge and Abilities:
- Strong interpersonal skills and communications skills, including customer service.
- Must be able to handle multiple projects, priorities and deadlines.
- Strong computer skills (spreadsheets, database management, word processing).
- Strong organizational skills.
- Must be detail oriented.
- May require evening and weekend hours as appropriate for events and semester programming. Position is scheduled as Monday – Friday, 9 am to 5 pm.
Education and Experience:
- Bachelor’s Degree Preferred
- Customer Service skills
- Previous experience in academic environment