What are the responsibilities and job description for the Office Coordinator, Art and Design Department position at Bethel University?
Job Summary
Our office coordinator for the Art and Design Department provides essential administrative and operational support to a vibrant, creative academic community.
This position serves as a key resource for faculty, students, and prospective students by managing departmental scheduling, communications, budgeting processes, gallery support, and student-related activities. The role works closely with department leadership to ensure smooth daily operations and contributes to a Christ-centered environment where artists and designers can grow and thrive.
This is a 30 hour per week, on-site position at our campus in Arden Hills, MN. The annual schedule for this role is August 15 - June 15, with two months off (unpaid) from June 16 - August 14. The starting pay is $19.50/hour. Occasional evening and weekend attendance at art events is required with advance notice.
Responsibilities
Department Operations (40%) – Provide comprehensive administrative support, including managing schedules, coordinating meetings and events, maintaining department files and records, ordering supplies, updating the website, overseeing social media and newsletters, processing room/vehicle requests, and managing keys, storage, and correspondence with faculty, students, and prospective students.
Budget & Financial Coordination (30%) – Track and process payments, reimbursements, credit card activity, purchase orders, invoices, and budget balances across multiple department and gallery accounts.
Gallery Support (15%) – Assist with planning and coordinating approximately nine exhibitions annually by managing calendars, promotions, mailings, website updates, event logistics, and student involvement. Support the Gallery Director with submissions and special events such as Raspberry Monday.
Student Support & Program Assistance (15%) – Coordinate hiring and supervision processes for teaching assistants, support student events and required activities, manage student reviews and Senior Seminar documentation, assist with prospective student engagement and scholarship processes, and help facilitate student clubs and department promotional efforts.
Required Skills
Must be able to lift up to 25 lbs. Must be able to carry/push/pull.
Demonstrated organizational skills and proven ability to manage details.
Proven self-starter and be able to work independently.
Able to work collaboratively with the department chair, the gallery director, and each faculty member separately.
Proficient with Adobe Creative Suite.
Working knowledge of Google Drive and Google Calendar.
Ability to perceive and keep in view the larger operations and mission of the department.
Detail-oriented and have effective oral and written communication skills.
Able to anticipate issues or events and plan for them.
Basic word processing skills, including Microsoft Word and Excel.
Ability to communicate effectively with diverse faculty, staff, students and public is essential.
Ability to work with wide variety of personalities and styles is essential.
Individual should have interest and exposure to the arts.
Writing skills to author websites, correspondence, promotional materials, and newsletters.
Experience
Required: 3 or more years of administrative assistant or related work.
Education
Required: Associate's degree or equivalent work experience.
Additional Information
Typically, days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work is required as job duties demand.
This is a 30 hour per week, 10 months per year position. This position collaborates with Conference and Event Services to follow the academic event model process for departmental events.
Benefits
Bethel is committed to offering meaningful benefits to our employees including health insurance, retirement plans, and a generous time off package. Learn more about these offerings here.
Learn more about our commitment to diversity in hiring .
Bethel University is a leader in Christ-centered higher education with approximately 4,700 students from 50 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.
Bethel University’s Christ-centered mission includes a commitment to equal educational opportunity and equal employment opportunity. Bethel does not unlawfully discriminate on the basis of race, color, creed, national origin, sex, marital status, disability, status with regard to public assistance, familial status, or age in its admissions, educational programs, or employment practices.
Our office coordinator for the Art and Design Department provides essential administrative and operational support to a vibrant, creative academic community.
This position serves as a key resource for faculty, students, and prospective students by managing departmental scheduling, communications, budgeting processes, gallery support, and student-related activities. The role works closely with department leadership to ensure smooth daily operations and contributes to a Christ-centered environment where artists and designers can grow and thrive.
This is a 30 hour per week, on-site position at our campus in Arden Hills, MN. The annual schedule for this role is August 15 - June 15, with two months off (unpaid) from June 16 - August 14. The starting pay is $19.50/hour. Occasional evening and weekend attendance at art events is required with advance notice.
Responsibilities
Department Operations (40%) – Provide comprehensive administrative support, including managing schedules, coordinating meetings and events, maintaining department files and records, ordering supplies, updating the website, overseeing social media and newsletters, processing room/vehicle requests, and managing keys, storage, and correspondence with faculty, students, and prospective students.
Budget & Financial Coordination (30%) – Track and process payments, reimbursements, credit card activity, purchase orders, invoices, and budget balances across multiple department and gallery accounts.
Gallery Support (15%) – Assist with planning and coordinating approximately nine exhibitions annually by managing calendars, promotions, mailings, website updates, event logistics, and student involvement. Support the Gallery Director with submissions and special events such as Raspberry Monday.
Student Support & Program Assistance (15%) – Coordinate hiring and supervision processes for teaching assistants, support student events and required activities, manage student reviews and Senior Seminar documentation, assist with prospective student engagement and scholarship processes, and help facilitate student clubs and department promotional efforts.
Required Skills
Must be able to lift up to 25 lbs. Must be able to carry/push/pull.
Demonstrated organizational skills and proven ability to manage details.
Proven self-starter and be able to work independently.
Able to work collaboratively with the department chair, the gallery director, and each faculty member separately.
Proficient with Adobe Creative Suite.
Working knowledge of Google Drive and Google Calendar.
Ability to perceive and keep in view the larger operations and mission of the department.
Detail-oriented and have effective oral and written communication skills.
Able to anticipate issues or events and plan for them.
Basic word processing skills, including Microsoft Word and Excel.
Ability to communicate effectively with diverse faculty, staff, students and public is essential.
Ability to work with wide variety of personalities and styles is essential.
Individual should have interest and exposure to the arts.
Writing skills to author websites, correspondence, promotional materials, and newsletters.
Experience
Required: 3 or more years of administrative assistant or related work.
Education
Required: Associate's degree or equivalent work experience.
Additional Information
Typically, days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work is required as job duties demand.
This is a 30 hour per week, 10 months per year position. This position collaborates with Conference and Event Services to follow the academic event model process for departmental events.
Benefits
Bethel is committed to offering meaningful benefits to our employees including health insurance, retirement plans, and a generous time off package. Learn more about these offerings here.
Learn more about our commitment to diversity in hiring .
Bethel University is a leader in Christ-centered higher education with approximately 4,700 students from 50 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.
Bethel University’s Christ-centered mission includes a commitment to equal educational opportunity and equal employment opportunity. Bethel does not unlawfully discriminate on the basis of race, color, creed, national origin, sex, marital status, disability, status with regard to public assistance, familial status, or age in its admissions, educational programs, or employment practices.
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