Operations Coordinator and Assistant to the Dean (School of Fine Arts & Communication)

POSITION SUMMARY: The Operations Coordinator and Administrative Assistant to the Dean provides comprehensive administrative, organizational, and project support to the Dean of the School of Fine Arts and Communication (SoFAC) and collaborates closely with the division chairs in Art & Design, Communication, and Music. This role ensures the smooth and efficient operation of the dean’s office by managing daily workflows, supporting faculty and student needs, coordinating academic and school-wide events, and maintaining systems essential to SoFAC’s mission. The assistant represents the dean’s office with professionalism and serves as a welcoming resource for students, faculty, staff, donors, and guests. 

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Coordinate budget and financial operations of SoFAC, Division of Art+Design, Division of Communication, and Division of Music, including outside services, equipment and supply management and purchasing, invoices, expense reports, and reimbursement forms.
• Coordinate the dean’s donor relations communication, meetings, events, and records in collaboration with Advancement
• Coordinate students supporting donor relations events
• Assist the dean and division chairs with recruitment, admission, and merit-based scholarship programs unique to SoFAC
• Oversee the dean's calendar, coordinating meetings with division chairs, faculty, administration, alumni, students as needed
• Prepare agendas, take minutes, track action items, and distribute follow-up communication. 
• Expedite materials or actions according to instructions with little or no supervision within assigned time frame
• Draft, edit, and format correspondence, reports, emails, letters, presentations, and handbooks
• Maintain confidential academic files, faculty records, and accreditation-related documents
• Assist the dean, division chairs, and department heads with course and classroom scheduling, faculty load documentation, program review project management, assessment documentation, and accreditation reports
• Screen and direct incoming mail and calls; provide accurate information/assistance in a timely and courteous manner
• Assist with creation and distribution of SoFAC communications, including announcements and updates.
• Coordinate adjunct faculty onboarding, contracts, training sessions, and communication
• Assist faculty with student activities
• Plan and facilitate special events

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough understanding of budget planning and financial processes for a multi-faceted operational unit
• Ability to use donor relations database with high degree of care and confidentiality
• Excellent communication skills, both written and oral
• Skill in grammar and business etiquette
• Administrative skills
• Skill in proofreading materials to ensure accuracy
• Ability to work independently and as a team player
• Ability to answer or direct questions in a professional, courteous, and timely manner
• Ability to independently identify and undertake additional tasks to be accomplished
• Ability to relate well to students, staff, and the general public in a courteous and professional
  manner
• Organizational skills, especially in regard to activities, schedules, priorities, and resources

PREFERRED CREDENTIALS, KNOWLEDGE, AND EXPERIENCE

• Bachelor’s degree in education, communication, business administration, or related field
• Experience in higher education or academic administrative roles.
• Familiarity with fine arts and communication disciplines.
• Experience planning events or supporting multi-division academic work.

An applicant must be a born-again Christian who has a personal relationship with Jesus Christ. Each applicant must agree with and affirm the Bob Jones University creed, mission (see https://www.bju.edu/about/creed-mission.php) and core biblical doctrines regarding areas such as the Bible, the triune God, man and salvation, etc.  Employees are expected to maintain a conservative lifestyle and support Bob Jones University’s positions on issues such as beverage alcohol and addictive substances, creation, marriage and human sexuality and the sanctity of life, etc., (https://www.bju.edu/about/positions.php). Employees are to be active members of a local Bible believing church which holds orthodox theology.  Applicants must be committed to providing students an excellent, worldclass education from a biblical worldview.

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