Administrative Assistant

The Administrative Assistant provides administrative and operational support to the Executive Assistant of the School of Art & Design and the Performing Arts Division. This position plays a vital role in supporting daily operations, event logistics, faculty and student services, and summer program coordination. The successful candidate will be detail-oriented, collaborative, and proactive in ensuring that administrative and programmatic functions are executed smoothly and efficiently. This position requires flexible hours due to some evening and weekend events.Rate: $16.72-$17.68; 35 hours per weekEssential Functions:This position has supervisory authority over work-study students.Assists with scheduling, calendar management, and internal communications for the Executive Assistant and Deans OfficeMaintain organized filing systems (digital and physical), records, and databasesMonitor and track supply inventories and execute procurement processes using Unimarket and completing credit card reconciliationLogistical support for Special Events and ProgramsProvide front-line support and reception for the School of Art & Design administrative officesFaculty & Staff Support:Support the onboarding and orientation process for new faculty, adjuncts, and staff, Randal Chair, Summer Resident Artists, Visiting Artists, including key requests, setup of offices, Cohen Apartments, and materials preparationAssists in communicating with faculty to provide documents on behalf of the Executive Assistant related to faculty promotion, tenure, sabbaticals, and committee assignmentsHelp coordinate internal faculty communications and collection of informationSummer Arts Programming:Assist with registration, communications, and logistics related to summer workshops & residenciesResponsible for assisting with registration, communications, housing, transportation, supplies, and other logistical details in collaboration with university partnersEvent Support:Provide logistical and administrative support for arts-related eventsHelp manage event space bookings, room setups, AV needs, signage, and materials preparationCoordinate travel and hospitality arrangements for guest speakers and visiting artistsServe as a point of contact for event vendors and internal partners as neededMust have a valid drivers license for transporting materials to and from eventsCollaborative & Operational Duties:Work closely with the Executive Assistnat to the Dean and other staff across the School and Division to support shared projects and ensure smooth office operationsServe as backup support for the Executive Assistant during absences or peak timesMaintain a welcoming, inclusive, and professional environment for all visitors and constituentsAssist with supervising and mentoring student workers, interns, or work-study assistants as neededOther Duties & Responsibilities:Supports and assists in creating intersections for faculty, staff and students that will assist in transforming peoples livesSupports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and studentsAssist/Support the Special Events Coordinator with summer activities such as summer school and workshopsMaintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experienceMaintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environmentParticipates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocolsEffective written and oral communication skillsContributes to the overall success of the University by performing other duties as assignedQualifications-Education & Experience, Knowledge, Skills & Abilities:Associates degree required; Bachelors degree preferred2+ years of administrative support experience, preferably in an academic or arts environmentExperience supporting events, managing calendars, and handling confidential informationEvents planning skillsResearch skillsEnthusiasm for working with a diverse faculty and student bodySkill and enthusiasm for working in a fast-paced environmentAbout Alfred University:Lighting the way for students since 1836. “We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.??Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit

Created: 2025-11-17