Fine Arts Specialist

Primary Purpose:

Support the fine arts department by providing effective execution of department initiatives, programs, and events; ensure efficient operations of processes and procedures of the department.

Qualifications:

Education and Certification

• High school diploma or equivalent

Experience

• Three (3) years of clerical or administrative support experience, preferably in an educational or fine arts setting

Knowledge and Skills

• Knowledge of fine arts programming and terminology
• Proficient in utilizing digital devices (personal computer, laptop, tablet, etc.) and software applications, including Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides), for document creation, data analysis, and database management.
• Ability to manage multiple priorities and meet deadlines in a dynamic environment
• Proficient organizational, interpersonal, verbal, and written communication skills.
• Ability to exercise discretion and sound judgment when handling sensitive and confidential information.

Key Responsibilities:

Administrative Support

• Assist fine arts department staff with scheduling, coordinating events, and managing departmental calendars.
• Support preparing and distributing materials for meetings, workshops, and events.
• Maintain organized files and records for departmental activities, ensuring compliance with district policies.
• Prepare and process purchase orders, reimbursements, and other departmental transactions.
• Maintain accurate accounting records.

Customer Service

• Serve as the first point of contact for inquiries related to fine arts programs, providing accurate information or directing inquiries to appropriate staff.
• Greet visitors, students, and staff, ensuring a welcoming and professional environment.
• Respond promptly to emails, phone calls, and other communications from internal and external stakeholders.

Event and Program Coordination

• Assist with logistics for fine arts events, such as performances, exhibitions, and competitions, including venue reservations, equipment setup, and coordination of materials.
• Track and manage inventory of supplies and materials for fine arts programs.
• Collaborate with campus staff and external partners to support the successful delivery of fine arts initiatives.

Additional Responsibilities:

• Provide clerical assistance as needed.
• Communicate and collaborate with other district departments involved with facilitating fine arts department operations and activities.
• Adhere to all district policies, procedures, and expectations as outlined in the employee handbook and administrative regulations.
• Follow district safety protocols and emergency procedures.
• Participate in professional development, faculty/department meetings, and special events as assigned.
• Perform additional duties as assigned to support the mission and goals of the department and district.

Supervisory Responsibilities:

• None

Mental Demands/Physical Demands/Environmental Factors:

Tools and Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system

Posture: Continuous sitting

Motion: Repetitive hand motions including reaching. Frequent keyboarding and use of mouse.

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Reception desk in the administrative/central office

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.