Fine Arts Secretary

Role:

To serve as office manager for the Pauline Joyce Fine Arts Building.

Essential Functions & Responsibilities:

• Serve as secretarial support and office manager for the Pauling Joyce Fine Arts Building. This includes preparing purchase orders, keeping budgets, coordinating facility usage, entering the line schedule, preparing book orders and various types of correspondence.
• Serve as information source for instructors, students, college staff and community members.
• Posts events on GCCC campus calendar and GCCC app (Buster Biz).
• Collaborate with English faculty to review student academic progress and confirm proper course placement.
• Work with and supervise work study students.
• Coordinate building-wide communications, meetings, and scheduling for classrooms, and community events.
• Monitor and maintain office inventory; orders supplies and manage vendor relationships as needed.
• Submit and track work orders, facility request and building maintenance.
• Maintain records, including building faculty directory, room assignments, and other internal documents.
• Collaborate with academic and administrative departments to support operational needs and campus projects.
• Participates on college committees.
• Performs other duties as needed or assigned.

Performance Measurements:

1. To provide timely, accurate, professional secretarial support.
2. To keep relevant information confidential.
3. To maintain a professional work environment and businesslike appearance.

Knowledge and Skills:

Experience: Six months to two years of similar or related experience.

Education: A high school education or GED.

Interpersonal Skills: Work normally involves contacts with persons beyond immediate associates generally regarding routine matters for purposes of giving or obtaining information which may require some discussions. Outside contacts take the form of service to the public (students, visitors or vendors) requiring ordinary courtesy in providing assistance and information.

Other Skills: Associate's degree preferred. Good oral and written communication, word processing, spreadsheet and database skills are required.

Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile. Must be able to lift 25 pounds.

Work Environment: Regular exposure to favorable conditions such as those found in a normal office.