Our office coordinator within the Art and Design Department at Bethel University is the liaison between our Admissions office and the Art and Design Department. The coordinator assists the department chair(s) in making sure all Admissions events have the necessary faculty involvement along with keeping track of the visiting prospective students for follow-up with personalized letters. The coordinator may also assist with these department tours. The office coordinator also preps for all scheduled Admissions events by ensuring informational sheets and giveaways are ready for the event.
In this role, the coordinator is responsible for responding to incoming department email or forwarding the email to the appropriate faculty member. Phone coverage for the department is included in the position.
The role has supervisory responsibility for 10 – 15 student workers, including interviewing, hiring, creating work schedules, directing work activity, coaching/evaluating, and approving timecards.
This position works 30 hours per week for 10 months out of the year (mid-August through mid-June).
Manage all Department paperwork

• Financial including Check Requests, credit card tracking cards [8 cards].
• Purchases including Purchase Orders and Blanket Accounts.
• Files including all financial records, orders, faculty needs.

Department Related

• Assist Dept. Chair with Department Loads/ class teaching schedules.
• Syllabus tracking/copies/files.
• Order supplies as needed for office and faculty.
• Library Orders.
• Facility Management work requests/contact as needed by department.
• Website author (track current, add new, correct old info as needed).
• Department Faculty Meetings (collect agenda items, set agenda with chair, research some items in advance of meetings).
• Inventory for department equipment (keep current).
• Oversee departmental presence on Social Media.

Gallery Related

• Maintain Gallery Mailing lists.
• Assist Gallery Director in all Gallery events, including mailings, calendar postings, catering orders.

Student Related

• Maintain Required Event calendar/attendance tracking.
• TA responsibilities process paperwork, approve timesheets, manage students (review their strengths and assignments, track time sheets per department allotments for total TA hours.
• Student Reviews Coordinate Sign-Up for SO and JR Reviews each spring; video recordings of reviews, gather faculty written notes, record notes and send to students.
• Coordinate senior thesis defenses.
• Promoting and recruiting for department and art majors.
• Alumni relations and newsletter.
• Work with chair and faculty in all phases of awarding Performance Scholarships for new students and transfers.
• Oversee 10 – 15 student workers, including hiring, directing work activity, schedules, coaching/evaluating, and approving timecards.

Budget

• Monitor budget numbers/totals for Department, Gallery, and Class Fee Accounts.
• Assist Dept. Chair as needed.

Nonessential Functions

• Copiers/Printers order ink, contact Loffler Co. as needed.
• Make room reservations and vehicle requests.
• ICA Make tour and bus reservations.
• Other duties/requests as assigned by Chair, Art Faculty, and/or Gallery Director.
• Demonstrate organizational skills and have shown a proven ability to manage details.
• Must be a proven self-starter and be able to work independently.
• Must be able to work collaboratively with the department chair, the gallery director and each faculty member separately.
• Must have ability to perceive and keep in view the larger operations and mission of the department.
• Must be detail-oriented and have effective oral and written communication skills.
• Must be able to anticipate issues or events and plan for them accordingly.
• Basic word processing skills, including Microsoft Word, and Excel.
• Ability to communicate effectively with diverse faculty, staff, students and publics is essential.
• Ability to work with wide variety of personalities and styles is essential.
• Individual should have interest and exposure to the arts.
• Writing skills to author websites, correspondence, promotional materials, and newsletters.

Required

• Three years of related experience. Prior experience in an educational organization is desirable.

Preferred

• Experience in Higher education.

Required

• Associates degree

Preferred

• Bachelors degree or equivalent experience.
• This is a 30 hours/week, 10 months per year job. Position collaborates with Conference and Event Services to follow the academic event model process for departmental events.
• Must be able to work at a computer for extended periods of time.

Bethel seeks to recruit, retain, develop, and support a diverse workforce who contributes to our educational and Christ-centered mission. Bethel encourages candidates to apply who can assist the University to develop a faculty that reflects the diversity of people in God’s kingdom through a variety of ethnicities, cultures, and lived experiences.
Learn more about our commitment to diversity in hiring .
Bethel University is a leader in Christ-centered higher education with approximately 6,300 students from 48 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.
Bethel employs qualified individuals regardless of race, color, national origin, sex, disability, age, marital status, veteran status, familial status, and status with regard to public assistance. Individuals must be able to perform the essential functions of the position with or without reasonable accommodations.