Associate Dean of Fine Arts jobs in Utah

Secretary - Fine Arts

Contract (201 Day, 10 month Calendar)
FTE: 1.0
Anticipated Start:  August 3, 2022
Priority Screen Date:  May 2, 2022

FLSA Status: Non-Exempt 
This position is benefits eligible
Starting wage: $30,695 per year (48-M)

Purpose Statement

The Administrative Secretary provides a wide variety of complex and confidential administrative and secretarial support to assigned administrator, provides effective communication with parents, students and administration, provides oversight to department functions and procedures, oversees site programs and activities, and ensures efficient implementation of assigned functions.

This position reports to the Supervisor of Fine Arts.

Minimum Qualification

1. High school diploma or equivalent
2. Experience working as a Secretary or Administrative Assistant
3. Ability to pass a fingerprint and criminal background check
4. Must be a self-starter who is willing to learn and adapt to constantly changing demands and requirements
5. Professional workplace etiquette and represent the department in a professional manner
6. Proficient in Microsoft Office Suite and experienced using data-based software 
7. Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
8. Ability to operate standard office equipment; phone, copy and fax machines etc.
9. Ability to work with budgets and maintain accurate records, financial records, and payments
10. Ability to adapt to changing work priorities: maintain confidentiality, set priorities, work with frequent interruptions, communicate with diverse groups, prioritize and meet deadlines, and attention to detail and accuracy
11. Perform standard bookkeeping
12. Able to roll, push, pull, bend, reach, stoop, and lift up to 30 pounds frequently

Preferred Qualifications

1. Ability to maintain department website
2. Ability to compose a variety of professional documents
3. Ability to take minutes and accurately report them
4. Read and understand technical information
5. Critical thinking/problem solving skills
6. Work with minimal supervision

 Essential Functions

1. Analyze data to provide support for several district departments, including maintaining financial procedures and confirming financial compliance across multiple departments, including managing grant monies.
2. Assist a variety of departments when needed in determining the type and complexity of student services to be offered
3. Compile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for assigned supervisor/administrator
4. Maintain a wide variety of manual and electronic documents, files, and records, including confidential personnel files,  to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements
5. Process a wide variety of documents and materials by disseminating information, ensuring completion of department processes, and in compliance with administrative guidelines and regulatory requirements
6. Maintain accurate records, including confidential files and records
7. Learn and maintain department website
8. Planning and execution of multiple district-wide events, organizing transportation requests, scheduling field trips, assemblies, and working with community partners to provide educational opportunities to schools.
9. Responsible for organizing conferences, workshops, and travel requests, ordering and tracking teacher supplies, new instrument purchases. and maintaining inventory control, including instrument repair.
10. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders
11. Participate in meetings, workshops, seminars, as assigned for the purpose of conveying and/or or gathering information required to perform functions
12. Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines
13. Support a team environment by collaborating with others and maintaining positive work relationships to effectively perform the duties of the position
14. Adapt to changing work priorities and work with frequent interruptions, as required
15. Speak, read, write, analyze, understand, and follow written and verbal communication in English including grammar and punctuation; listen to, and understand information and ideas presented verbally or in writing
16. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
17. Frequently be required to: roll, push, pull, bend, reach, stoop, and lift up to 30 pounds
18. Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment
19. Will, on occasion, be required to work extra hours including some evenings
20. Other duties as assigned

Working Environment

The usual and customary methods of performing the job’s functions require the following physical demands: significant lifting, carrying, pushing, and/or pulling, some climbing and balancing, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing/lifting. This job is performed in a generally clean and healthy environment.