The Administrative Manager of Operations to the Dean of the School of Art & Design + Performing Arts Division, provides high-level administrative support to the Dean and oversee day-to-day office operations to ensure efficiency and effectiveness. This position serves as a central liaison among faculty, staff, students, internal and external partners to ensure smooth operational support across administrative, academic, and special programs. The Administrative Manager of Operations also functions as the lead coordinator for Summer Arts Programming.
Salary/Rate:$22.25-$23.54, 35 hours a week
Administrative Support to the Dean:
- Provides high-level administrative support to the Dean, including managing calendars, coordinating travel, scheduling meetings, taking notes, and handling expense reporting
- Serves as the primary point of contact for the Dean's Office, managing daily communications, correspondence, and complex scheduling needs
- Coordinates closely with the Associate Dean of Performing Arts and other departments to align schedules, track approvals, and ensure progress toward shared goals
- Prepares, edits, and proofreads reports, presentations, memos, and other departmental documentation with accuracy and professionalism
- Compiles meeting agendas, prepares briefing materials, and records meeting minutes for leadership teams and college committees
- Maintains a professional, organized, and welcoming office environment
- Oversees the day-to-day workflow of the Dean's Office, ensuring multiple concurrent projects remain on schedule and meet established timelines
- Anticipates potential bottlenecks, proactively identifies solutions, and maintains a calm and strategic approach under pressure
- Continuously refines internal workflows, project systems, and communications to improve clarity, coordination, and efficiency
- Implements new procedures and protocols to drive process improvement and strengthen administrative functionality across the School of Art & Design+ Performing Arts Division
- Oversees and enhances administrative systems and operational workflows to increase overall efficiency
- Manages office operations with a focus on policy compliance, resource allocation, and high-quality service delivery
- Responds promptly to academic and administrative requests from the Offices of the Provost and President
Hiring and Contract Support:
- Prepare and process all hiring documentation for the School of Art & Design+ Performing Arts Division, including adjuncts, staff, and student employees
- Create, track, and file all contracts requested and completed for the School of Art & Design+ Performing Arts Division in coordination with HR and Academic Affairs
- Collaborates with offices across campus with the onboarding and orientation process for new employees
- Oversees the administration of faculty searches for the School of Art & Design+ Performing Arts Division
- Manages the Visiting Artists and the International Randall Chair program
Academic and Event Coordination:
- Coordinate logistics for special programs and events
- Support the Dean with accreditation, data tracking, combinational operations, and new initiatives including health & safety, grant proposals, and division chair coordination
- Collaborate with faculty and staff to ensure effective communication and planning across divisions
Budget and Operations Support:
- Assist with budget creation, financial reporting, specialty purchasing, and expense reporting in alignment with university policies and systems for the entirety of the School of Art & Desing + Performing Arts Division
- Maintain confidential and sensitive records, contracts, and reports for both departments
- Facilitate special projects as assigned by the Dean requiring initiative, research, and coordination
- Works in conjunction with the Business office in executing and tracking budget reports, visiting artist contracts, Cohen apartment maintenance and rentals
- Manages operational activities related to academic programming, events, and faculty support services
- Oversee administrative operations within the department, including budget tracking, procurement, and event logistics
- Management of the computer leasing and computer leasing agreements for the School of Art & Design
- Training of technicians, faculty and administrative staff on budgetary and office operations and policy to ensure efficient and effective functions are met
Summer Program Adminstration:
- Provide administrative oversight and coordination for summer workshops, visiting artists, and artist residencies
- Manage schedules, track registrations, assist with marketing materials, and ensure program logistics are executed smoothly
- Serve as the primary liaison between the Dean's Office and university offices supporting summer and precollege programs
- Coordinate with faculty and staff on classroom, studio, and performance space assignments, supply orders, and daily operations
- Alines CTLE needs for internal and external purposes
- Creates and reports on program outcomes
- Collects and maintains budgetary tracking of expenses and deposits
- Supervise the Administrative Assistant- providing guidance, task assignments, and oversight to ensure daily administrative functions are completed efficiently and accurately throughout the School of Art & Design+ Performing Arts Division
- Provides operational oversight between the administrative offices to ensure the smooth and efficient functioning of daily office activities on behalf of the Dean
- Leads, manages, and collaborates with a team of administrative professionals in the execution of daily operational tasks and long-term initiatives on behalf of the Dean
Other Duties & Responsibilities:
- Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives
- Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
- Assist/Support the Special Events Coordinator with summer activities such as summer school and workshops
- Maintains 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 experience
- Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SOS) information pertaining to any hazards associated with their work environment
- Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
- Effective written and oral communication skills
- Contributes to the overall success of the University by performing other duties as assigned
Qualifications-Education & Experience, Knowledge, Skills & Abilities:
- BS / BA / BFA preferred
- 3-5 years of experience in university/academic administrative office setting
- Secretarial skills; strong knowledge of Microsoft Office applications; strong knowledge of Microsoft Outlook functions including forms, One-drive, PowerPoint
- Knowledge of Banner or similar finance/student management software
- Strong command of language/communication skills
- Events planning skills
- Research skills
- Enthusiasm for working with a diverse faculty and student body
- Skill and enthusiasm for working in a fast-paced environment
Physical Demands & Work Enviroment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals.
About 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 alfred.edu.
Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.
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Alfred University
Sep 22, 2025