Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
SOU is actively engaging in addressing and serving the needs of the growing diversity of its student body and welcomes applicants from a diversity of backgrounds including historically underrepresented groups in higher education.
Department: Center for Arts Admin.Dept.
Salary/Rate: $2,557/month @ 1.0 FTE
FTE: 1.0 FTE
The Creative Arts area of the Oregon Center for the Arts (OCA) at Southern Oregon University seeks a dynamic person with fantastic interpersonal skills who can serve as a hub for the Creative Arts community, fostering a supportive, energetic learning environment. We are seeking a strategic thinker with the ability to manage detailed administrative procedures; a good listener and office manager to collaborate with Department personale in a spirited and diverse environment. The Creative Arts Program Assistant will work closely with students, faculty, OCA Student Success Coordinator, visiting artists / scholars, campus personnel, various campus groups, prospective students, school groups, and the larger Southern Oregon community. We seek someone who can coordinate the marketing of CA programs utilizing University resources; University and OCA Newsletters, website and Social Media, as well as creatively adopt new opportunities and technologies. Creative Arts is firmly committed to providing excellent education and practical experiences, offering support to a diverse student population in Art and Art history, Emerging Media and Digital Arts (EMDA), and Creative Writing. Creative Arts works closely with the OCA Student Success Coordinator in retention and recruitment events.
About the Oregon Center for the Arts: Within an interdisciplinary framework, the Oregon Center for the Arts includes state-of-the-art facilities in the areas of Creative Arts; (EMDA, Art and Art History, and Creative Writing), Music, and Theater. The OCA educates artist-practitioners and scholars in a lively environment that cultivates SOU's values of creativity and collaboration, with a strong commitment to equity, diversity and inclusion, and the well-being and success of all learners. OCA is an academic division of Southern Oregon University and also serves as an important community arts presenter, partner, and producer. The OCA is also the home of the world-renowned Schneider Museum of Art, which showcases nationally and internationally recognized artists. Go to oca.sou.edu for more information. The Center for Visual Arts (CVA) facilities include three studio/lecture classroom buildings and the Schneider Museum of Art (SMA). We have six student run galleries and host frequent public openings.
About the Creative Arts Program: The Creative Arts and The Center for Visual Arts (CVA) facilities, is an integral component of Oregon Center for the Arts at Southern Oregon University(SOU). It provides education and practical experience in Art and Art History emphasizing interdisciplinary and collaborative thinking with studios supporting printmaking, painting, drawing, sculpture, photography, digital media and fabrication, virtual reality and creative writing programs. Creative Arts programs offer four academic degrees: BFA in Art or Creative Writing, a degree for those seeking professional art training; BS/BA Liberal Arts degree in Art with a studio emphasis, a BA degree with an Art History emphasis, and a BA degree in Emerging Media/Digital Arts. In addition to its academic functions, there are numerous gallery exhibitions and performance art shows per year and Oregon Center for the Arts at SOU serves as a regional center for the excellence in the creative arts enhancing the activities and visibility of the arts in Southern Oregon.
Minimum Classification Qualifications:
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate's degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Preference given to applicants who are knowledgeable in general office software including Gmail calendar and email; Banner SIS; Banner FIS; Internet and other SOU campus Information Systems. Experience with confidentiality consistent with FERPA and BOLI guidelines. Experience collaborating with and managing a variety of constituents. Demonstrated experience with collaborative strategic problem solving. A Bachelor's degree or higher in Art, Creative Writing or Communications.
All Listed Duties:
Office Management and Reception:
Responsible for handling and/or supervising all office related business for Creative Arts programs – Art and Art History, EMDA, Creative Writing and the CVA facilities.
Receive and distribute mail.
Research and order studio supplies and equipment utilizing the University Service Center.
Maintain office supplies and equipment inventory and service agreements utilizing the Service Center.
Develop and maintain a filing system relevant to OCA programs and students.
File accounting, contract and other non-confidential documents.
File and secure all confidential documents.
Answer or redirect phone, email, and in-person inquiries from current and prospective students, parents, staff, faculty, and the public.
Explain and clarify rules, processes and procedures relevant to the CVA, Art and Art History, EMDA, Creative Writing, and the Oregon Center for the Arts.
Acknowledge donations and inform OCA development coordinator.
Interface with Service Center personnel regarding compliance with State and university administrative rules.
Program Administrative Support:
Provide administrative, general office, and operations support to faculty, chair/coordinator(s), and the Center Director.
Maintain calendar for ongoing Creative Arts, EMDA, Creative Writing and the CVA facilities, activities and events
Coordinate with the Center's Production Manager arrangements for meetings, guest lecturers, special conferences, events, and activities in Meese Auditorium and direct rental inquiries to Center's Production Manager.
Contact Facilities Management Planning and other departments to obtain equipment needed for academic activities in the CVA.
Make arrangements with Security and other staff to ensure doors are locked or unlocked for events.
Coordinate resolution of equipment problems.
Respond to campus and public inquiries regarding facilities usage except Meese Auditorium, which should be directed to the Center's Production Manager.
Collaborate with Dept. or committee chairs to prepare meeting agendas and minutes.
Collaborate with Dept. or committee chairs in meetings to document information pertinent to the Center and chairs(s)/faculty for completing assignments, meeting deadlines, goals, and objectives.
Take minutes at meetings as required.
Facilitate provision of office space, computer access, room keys supplies, equipment, and information for current and new faculty and students requiring lab access.
Copy, collate, and bind documents for the chair/faculty/Director as requested.
Assist with work processing, messaging, correspondence, information gathering, and report writing.
Assist chair(s)/faculty in obtaining faculty reports, sabbatical applications, and retirement documents.
Communicate and manage timelines necessary to meet deadlines.
Verify and report faculty and staff progress on duties to chairs(s)/Director.
Attend appropriate meetings as required.
Coordinate annual awards and scholarship planning and notification, including completion of financial report on scholarship account status for all Foundation and non-Foundation scholarships.
Generate and monitor website information.
Coordinate and proofread catalog revisions and seeks appropriate approvals.
With assistance from the Service Center, determine specifications, quantities, and product availability and in locating sources for classroom, lab supplies, and equipment.
Maintain equipment inventory records, including repair and maintenance schedules.
Respond to annual equipment inventory report requested by Business Services.
Coordinating with the Service Center to insure the preparing of equipment rental agreements according to procedure and under supervision of Risk Management.
Arrange for disposal of obsolete inventory with FMP.
Interpret DEQ regulations to assure program understanding and compliance with regulations.
Assist in the use of the CVA by SMA, Community Education, Youth Programs, Admissions, academic departments, other campus organizations and the public for special classes, workshops, programs, and events.
Assist faculty in new program development.
Academic Scheduling Support: This position plays a key role for the Center for the Arts in academic course scheduling and planning across programs, including BFA and mid-program scheduling and planning.
Coordinates annual course scheduling with Art, Art History, EMDA, Creative Writing, the Center Director, staff, and scheduling committee(s).
Communicates timeline necessary to meet deadlines.
Tracks historical course offerings and enrollment.
Elicits, gathers, and compiles faculty requests for degree program and elective course offerings. Advises chair(s).
Enters annual course plan, complete with detailed information for adjunct faculty, pay rates, yearlong requests, and enrollment projections to the programs 2-year planning document. ● Coordinates with the VAST (Visiting Artist/Scholar Teacher) project paperwork, keys, and tours.
Configures class scheduling, including footnotes, fees, and online schedules.
Reviews final proofs and monitors compliance with University rules regarding class scheduling.
Works with the Service Center/Business Services monitor index codes and to create new and revised detail codes as needed.
Identifies, coordinates, and requests room space and equipment for program classes.
Academic Advising Support: ● Respond to student inquiries regarding academic programs and refers students to faculty advisors and/or the Student Success Coordinator.
Answers inquiries from current students concerning program requirements, policies, and procedures.
Sets and implements procedures ensuring phone, email, and in-person inquiries from current and prospective students, and their parents receive timely, accurate, and appropriate response.
Establishes and maintains student records for program undergraduate/graduate degree programs.
Coordinates program process and document flow from inception to completion.
Organizes and prepares class schedule cards and office hours of faculty for posting.
Center for Visual Art (CVA) Galleries:
Assist faculty in the hiring, training, and supervising Student Gallery Director and 1-2 assistant directors.
Work with Schneider Museum of Art (SMA) Director to streamline training procedures to emulate best museum practices; provide training to Student Gallery Director, and assistant directors.
Work with Student Gallery Director to set and maintain a calendar for CVA exhibition installs, show runs and tear-downs; crating, and shipping work if applicable.
Oversee and provide guidance and input to the Student Gallery Director as needed for artist management, installs, and gallery management.
Develop programming to better promote the creative arts at SOU. Work with the SMA Director to collaborate on programming and cross-promote events.
Monitor all correspondence of the Student Gallery Director and artists.
Oversee Student Gallery Director with coordination of receptions and other event arrangements for the CVA Galleries potentially including ordering of food and beverages, notifying Campus Public Safety of events, promotions, oversight of events, etc.
Ensure Student Gallery Director maintains University compliance and follows OUS regulations for holding events in the CVA Galleries.
Oversee promotion for galleries including creation of flyers and posters, management of social media, and email distributions. Coordinate all promotion with the Center for the Arts division.
Act as liaison for fiscal, HR, and Payroll issues between student workers and Service Center and other departments as needed for financial transactions, purchasing, hiring, time sheets, technical support, promotions, exhibition facilitation (inter-disciplinary shows), etc.
Coordinate calendar with SMA Director and Oregon Center for the Arts.
Provide support as the CVA Building(s) Manager to the Student Gallery Director for use of storage, building supplies and equipment, and troubleshoot facility issues as needed for CVA Gallery spaces.
Review and approve student time sheets.
Ensure Student Gallery Director and assistant directors maintain University compliance with regard to building modifications and installation with the install of artwork in the CVA Galleries.
Work with faculty and students to expand teaching opportunities in the galleries.
Facilitate updates to loan agreements and contracts by working with the Service Center, the faculty/chair, and the Student Gallery Director.
Monitor CVA Gallery website for accuracy and timely updates by students.
Oversight of Student worker staff and Models: This position oversees the work of student workers in completion of assigned tasks.
Hires, trains and supervises student workers in completion of
Internal Number: 9010
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.