Administrative Assistant

School of Art Administrative Assistant

Special Instructions

To apply for the position, electronically submit the following as a Word or PDF document:

• Resume/CV
• Cover Letter
• List of References

Posting Details

Position Information

University Information

Located in North Carolina’s third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal — helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University’s 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

The School of Art is part of the College of Visual & Performing Arts, a community of artists and scholars with almost 1,500 undergraduate and graduate students. It is the largest visual and performing arts unit in the University of North Carolina system and is recognized for its comprehensive array of graduate programs and the success of its alumni.

The School of Art cultivates an inclusive, collaborative, and respectful learning community that welcomes students at all levels of experience, empowering them to bring their whole identities into their creative work and to grow into confident, capable artists and thinkers.

The School of Art enrolls more than 750 undergraduate students who pursue degrees in Art Education, Art History, Arts Administration, Animation, New Media and Design, Painting, Printmaking and Drawing, Photography, Sculpture and Ceramics, as well as an M.F.A. in Studio Art.

The School of Art has 32 full-time faculty and two staff positions (a Business Services Coordinator and an Administrative Support Associate) and undergraduate student assistants and graduate assistants.

Position Summary

This position provides administrative and operational support for the School of Art, working closely with the Director, Associate Director, Business Services Coordinator, faculty, students, and visitors. Responsibilities include faculty and student support, course scheduling, personnel and business operations support, event and visitor coordination, and other administrative activities necessary to support the school’s academic programs and daily operations.

Minimum Qualifications

• High School Diploma or Equivalency and 2 years of related office experience, or equivalent combination of training and experience.
• Experience with word processing, spreadsheets, email, calendars, video conferencing, and presentation software.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Strong interpersonal skills with internal and external stakeholders to create and maintain a welcoming and respectful environment.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.

Additional Required Certifications, Licensures, and Certificates

Preferred Qualifications

• Undergraduate or other college degree.
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, etc.)
• Experience with software platforms used at UNCG including Banner, Chrome River, and others.
• Prior experience working in higher education or state/local government.
• Experience handling confidential and sensitive information with discretion and sound judgment.

Special Instructions to Applicants

To apply for the position, electronically submit the following as a Word or PDF document:

• Resume/CV
• Cover Letter
• List of References

Key Responsibilities

Administrative and Service Support — 30%

• Provides administrative and office support to the School of Art Director, Associate Director, Business Services Coordinator, faculty, and students.
• Serves as a primary public-facing contact for the School, responding to planned and unplanned inquiries and providing information about School programs, activities, policies, and procedures.
• Assists students, faculty, visitors, and prospective students in navigating School, College, and University processes and resources.
• Maintains School calendars, records, files, and other information needed to support daily operations, including confidential information.
• Performs general administrative duties and coordinates with other University units as needed.
• Independently assesses and resolves inquiries and administrative issues.

Academic Scheduling and Student Support — 25%

• Coordinates the School of Art’s course scheduling process each semester, including communicating deadlines and requirements and collecting scheduling information from academic areas.
• Enters, reviews, and maintains the School’s course schedule and facilitates classroom assignments and scheduling changes.
• Serves as the School’s primary point of contact with the Registrar’s course scheduling and classroom reservation team and works to resolve scheduling issues.
• Provides administrative support related to student registration, advising processes, applications, and other academic procedures while maintaining confidentiality.
• Maintains and compiles student and course information as needed to support School operations.

Events, Visitors, and Recruitment Support — 20%

• Assists with planning and coordinating School events, programs, exhibitions, recruitment activities, and other special initiatives.
• Coordinates logistics for visiting artists, scholars, and faculty searches and search committees, including schedules, itineraries, lodging, transportation, and reservations.
• Supports prospective student recruitment through tours, events, information sharing, and other recruitment activities.
• Coordinates with faculty, staff, University units, and external partners to support successful events and visits.
• Assists with event communications, scheduling, facilities, and other logistical needs.

Business, Personnel, and Facilities Administration — 15%

• Assists the Business Services Coordinator with personnel administration, budget-related processes, documentation, and other business operations.
• Coordinates recruitment and scheduling of Life Models and manages associated timesheet collection and processing.
• Organizes student, faculty, and staff card access and student locker access for School of Art facilities each semester.
• Advise and direct any graduate assistant and/or undergraduate federal work-study assistants in the daily operations of the School of Art office.
• Coordinates with College and University offices regarding administrative, personnel, financial, and facilities-related processes.
• Maintains documentation and records associated with assigned business and operational responsibilities.

Communications and Information Management — 10%

• Prepares and distributes School communications, announcements, documents, reports, and other administrative information to students and faculty via email and other means.
• Assists with advertising and communicating School programs, activities, events, and opportunities.
• Works with the CVPA webmaster to facilitate School website changes and assists with updates to School news and calendar content.
• Compiles, organizes, and maintains information and records needed for School reporting and administrative purposes.
• Uses University systems and standard office technology to communicate information, maintain records, and support School operations.

ADA Checklist

R for Rare (0-30%), O for Occasional (30-60%), F for Frequent (60-90%), C for Constant (90-100%).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References

Optional Documents