The Northampton Arts Council works to support and nurture the arts in the city of Northampton. The Council awards grants twice each year to artists and arts groups from both state and locally-raised funds, and seeks to improve public awareness of the arts. Its' goals include maintaining and preserving the rich and diverse cultural heritage of Northampton, programming such annual events of interest to the community as First Night Northampton and Transperformance.

Wednesday, May 16, 2018

UMASS Arts Extension Service hiring Administrative Assistant

Clerk IV/Dean Humanities and Fine Arts-Arts Extenstion Service (AES) (Part-Time)
Full Posting:

Category: Non-Exempt 
Department: Dean Humanities and Fine Arts/AES
Locations: Amherst, MA
Posted: May 10, '18
Type: Part-time
Ref. No.: R152773

Job Description:


1ST SHIFT MONDAY-FRIDAY (18.75 hrs/wk)

Coordinate program administrative and support services for the Arts Extension Service (AES) in the College of Humanities and Fine Arts. Support online and campus programs and courses. Relate to AES students, artists, state and local Arts Agency cutomers, grant sponsors, and others.

Duties and Responsibilities

Serve as the central contact person and perform all tasks associated with supporting office interactions and administrative work. Provide administrative support to the director with all matters pertaining to the Arts Extension Service programs, courses, and projects including the following:
Monitor and respond to AES email and phone inquiries.
Maintain Customer Relationship Management database (CRM). Input data, pull reports, create queries.
Participate in weekly staff meetings with director and program coordinators. Work collaboratively and assist with routine problem solving.
Submit Faculty Appointment forms, Grad Status, and Contracts to lecturers and instructors on a timely basis each semester.
Provide excellent customer service through phone and e-mail. Aid students with registration and basic Blackboard access problems.
Distribute, collect, and tabulate program evaluation materials on Survey Monkey. Prepare summary or statistical reports.
Generate reports via spreadsheets and surveys. Proofread and verify accuracy of information.
Submit deposits to HFA Business Office and file documentation accordingly. Using Commerce Manager, conduct book fulfillment; process and ship books nationally and internationally and via downloads.
Work collegially with staff in the College of Humanities and Fine Arts, Continuing and Professional Education, University Without Walls, Records and Registration, and others in the performance of duties.
Schedule, train, and supervise student employees; teach use of CRM, review work for accuracy, and with director, establish weekly student workload and assign duties.
Update website using Drupal; create content, edit and add images, update course information, and create and build new pages.
Update all AES social media; write and collect content and photos. Create and print campus-based marketing materials, publications, website, office stationary, etc. using Adobe programs. Assist University Relations with revision of off-campus brochures and other press and marketing materials; review, edit for grammar, spelling, and graphic issues.
Produce regular marketing e-mails; create content and submission of e-blasts. Write, create, and release schedule to market courses, trainings, and AES events.
Perform Blackboard and Moodle updates for all courses online and on campus (35-40 courses annually). Create online and on-campus course syllabi, update calendar, assignments, discussion, and feedback release dates. Assist faculty with resolving Blackboard and Moodle problems. Support course set-up and student enrollment in SPIRE/CAPS.
Track and document student progress for campus and online certificates. Verify student course completion, manage application forms, submit forms to the Registrar, print and mail certificates. Coordinate Student Response To Instruction (SRTI) forms.
Provide support for AES trainings/events, including revising and editing director's PowerPoint presentations and handouts, drafting press releases, ordering food, and attending to travel needs. Coordinate Audio/Visual needs.
Assist with research for publications and programs.
Open, close, and cover the office during normal operating hours and in the absence of the director.
Perform other duties as required.

Strong organizational, interpersonal, and communication skills including excellence in customer service.
Significant experience and familiarity with Microsoft Office Suite, Adobe Creative Suite, and database programs.
Excellent computer skills including Outlook and internet.
Strong business English, spelling, punctuation, and math skills.
Experience with online marketing through e-mail marketing, Facebook, and Twitter.
Excellent organizational skills and ability to work on multiple projects and prioritize workload.
Proficiency and accuracy in the performance of duties.

Ability to:
Edit and proofread.
Work independently with minimal supervision.
Maintain confidentiality of records, documents, and communications.
Complete tasks by deadlines or in desired timeframe.
Provide attention to detail.
Understand written and verbal directions.
Show initiative.
Attend training and certification programs.

Minimum Entrance Requirements:
High School Diploma required.
Ability to interact with individuals from diverse backgrounds.
Three years full-time or equivalent part-time experience in an office setting.
Experience with social media, website updates, and relevant online programs.
Ability to work independently and exercise sound judgment.
Excellent interpersonal, customer service, and communication skills.

Preferred Qualifications:

Familiarity with University system.

Experience working with artists and an understanding of the arts.

Website updating, Drupal.

Experience with updating Blackboard or similar online course platform.

Experience with records management.

Additional Information:

Only internal USA/MTA employees will be considered during the first 7 business days of the posting. All other candidates will be considered after that period.

On-Campus applicants are defined as Amherst Campus non-student employees

The University of Massachusetts is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, the University of Massachusetts is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the University of Massachusetts to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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