Staff Responsibilities | LAMAR DODD SCHOOL OF ART

UGA Job Category	Public Relations Specialist I	Development Officer I	Art Studio Manager	Art Studio Technician	Art Studio Technician	Student Affairs Professional I	Administrative Associate II	Administrative Assistant II	Business Manager II	Associate Accountant	Admin. Specialist II	Academic Advisor II	Academic Advisor I	IT Professionals
Dodd Job Title	Communications Manager	Development & Alumni Affairs Officer	Studio Manager & Academic Professional	Studio Technician	Studio Technician	Assistant to AD of Graduate Studies & Graduate Advisor	Unit Sectioning Officer & Assistant to AD of Curriculum	Front Office/Undergrad Advising Office/Communications Assistant	Business Manager	Associate Accountant	Assistant to the Director	Advisor to all BFAs accepted into area	Advisor to accepted Art History, AB Studio and BFA students not yet in an Area of Emphasis	IT Hub
Current Personnel	Kendal King Jacques	Kate Arnold	Jon Vogt	Derek Faust	Karis Mahaffey	Jane Ritchie	Sam Leitch	Darcy Richardson	April Myers	Michelle Sanders Brawner	LeeAnne Krause	Alison Piazza	Debbie Montgomery	Kyle Lovingood & Jeremy Lopez
Contact	kking22@uga.edu	arnoldk@uga.edu	jonvogt@uga.edu	Derek.Faust@uga.edu	karism@uga.edu	Jane.Ritchie@uga.edu	samantha.leitch@uga.edu	dr@uga.edu	aprildf@uga.edu	michelle.sanders@uga.edu	leeanne.krause@uga.edu	alisonap@uga.edu	dmontgomery@uga.edu	kotani@uga.edu jclopez@uga.edu
Office #	S360	S360	S248B/ the CAVE	S222 Thomas Street	the CAVE	C301M	C301F	N300	C301H	C301J	C301C	N300B	N300A	S358
Office Phone	2-4234		542-2162	542-6344	542-2162	542-1636	542-1601	542-0116	542-1597	542-1629	C301C	542-1606	542-1606
Reports to	Development Officer	Director	Assoc. Director of Space (Swindler)	Studio Manager & A.D. of Space (Swindler)	Studio Manager & A.D. of Space (Swindler)	Office Manager & Assoc. Dir. of Grad. Studies (Wallace)	Office Manager & Assoc. Dir. of Curriculum (Marshall)	Office Manager & Assoc. Dir. of Space (Swindler)	Director	Business Manager	Director	Office Manager & Assoc. Dir. of Space (Swindler)	Franklin Advising Liasion with Office Manager & Assoc. Dir. of Space (Swindler)	Franklin EITS Liasion with Assoc. Dir. of Space (Swindler)
Position Description	responsible for managing external communications for the School assists with development efforts including event planning	responsible for organizing and facilitating the school's initial work with donors, esp. in cultivating new contacts and exploring ways of enriching and expanding annual giving. organize, run, and coordinate special development projects and events in the school, work with designers in creating printed and electronic fundraising materials, & work closely with faculty, students, and donors to find new opportunities for giving.	Maintain and oversee the numerous pieces of equipment in the School’s four separate facilities to ensure safe and efficient operation. Oversee two studio technicians	Responsible for ensuring safe operation of shop and/or Lab facilities in the School Provide direct supervision of shop and/or Lab facilities including scheduling and staffing Repair and maintain tools & equipment + Identifies specifications for new equipment purchases Train and supervise Grad. and undergraduate student workers Develop and manage equipment checkout systems		Assistant for the Associate Director for for Graduate Studies, Research, and Recruitment Provides all essential administrative support for graduate students Assumes all responsibilities of the office in the absence of AD of Graduate Studies Serves as liaison between the School faculty, grad. students & the Graduate School regarding requirements for graduate study and preparation for graduation	Assistant for the Associate Director for academic scheduling, curriculum, and academic promotional information Assist the Director and A.D. with preparing, editing and organizing departmental information related to accreditation reports and publications as needed.	Serves as the initial point of contact for the Lamar Dodd School of Art. Answering calls and greeting faculty, staff, students and visitors; Relaying messages and responding to questions as they relate to school policies and procedures; Providing administrative support to the Associate Director by preparing and editing correspondence, memoranda and reports Monitoring the ticket system for studio support requests	• Manages the day-to-day operations on behalf of the Director of the School of Art. • Liaison between the director, the Deans office and other University officials relating to fiscal affairs or business operating procedures.	Responsible for all departmental accounting including purchasing, assisting with the reconciling of funds Prepares monthly status reports. Responsible for processing all purchases via UGAMart. Process travel authorities and travel reimbursements for all members of the department	Serves as the principal point of administrative contact and liaison with the Dean's Office at Franklin College of Arts and Sciences. Providing administrative support to the Director by performing a variety of highly responsible, confidential and complex administrative tasks to keep the office running efficiently and effectively. Prepare and edit correspondence, memorandum and administrative reports in conjunction with the Director	Responsible for advising 300-350 students every semester and assisting the AB Studio and Art History Area Chairs with advising issues	Responsible for advising 300–350 Art undergraduates students every semester & assisting area chairs with advising issues
Duties & Responsibilities	Manage and update School of Art's website including articles, pages, profiles Create written and visual communication pieces that elevate the mission of the School of Art and enhance the development activities of the School Produces and disseminates content for the School's digital communication channels Manages weekly news letter Works with Graduate office to develop communication strategies and materials to recruit graduate students Act as staff liaison for the Dodd Ambassadors, attending meeting and events Schedule tours of the School of Art Produce and manage content for the School of Art's social media Completes all acknowledgment procedures for the School of Art including weekly stewardship acknowledgements from the Director of the School, First-time donor stewardship, and memorial acknowledgements Administer, facilitate and collect stewardship from students to donors Work in collaboration with the Development Officer to coordinate all aspects of events associated with donors, alumni, or development activities Create materials associated with events and development (i.e. handouts, invitations, signage, etc)	Create and lead all aspects of fundraising events designed to engage new and ongoing donors to Dodd including the scholarship banquet and graduation ceremony, donor events prior to Dodd functions, and other development related events Coordinate gift acknowledgment letters & scholarship award letter and corresponding thank you letter process Support all components of the Dodd Board including meetings, communication, and committee organization Create and lead all aspects of targeted annual giving drives that will build and sustain a new donor base to Dodd in accordance with UGA Foundation policies and procedures Work with Franklin College Development Office to provide major gift leads and opportunities to principal and major gift team members, attend bi-monthly meetings, and participate in campus training opportunities Work with Communication at Dodd to promote and steward events, solicitations, and giving to Dodd Work with Franklin Development Office to request list for data and alumni information; Manage stewardship naming opportunities such as "take a seat" gifts and plaques, physical/architectural donor recognition for naming of galleries and studios ETA Support other related needs as they arise	Oversee and ensure smooth and safe operations in all studio fabrication and output facilities Manage, train, and schedule Tech. Staff including Studio Techs, Grad. Technical Assistants, & Lab Monitors Work with Dept. Head and AD of Space and Tech. to plan and execute facility improvements or new operation protocols Work with UGA Facilities Management Division to ensure that Building Facilities Maintenance, Improvements, and Repairs are completed Work with UGA Environmental Safety Division to ensure that necessary Hazardous Waste Procedures, Fire Safety Guidelines, General Safety Signage, and MSDS Binders are maintained to provide a safe working environment for all students	Maintain equipment in classrooms/shops in safe working order Weekly lab inspections and coordination with ESD, OEP, UGA Fire Safety, and departmental faculty to maintain compliance with health and safety standards Meet with faculty, AD of Space and Technology , IT Techs on improvements for equipment and technology Investigate building issues and make repairs or submit work orders as needed Supervise shop monitors and graduate student lab technicians on projects in individual departments	Research, design, and implement an electronic equipment checkout center in the School Help repair and perform maintenance on equipment, tools, and machines throughout the School Interface with the Environmental Safety Division & faculty & grad. assistants to implement systems for proper hazardous waste collection & disposal Work with the AD of Space and Technology, Studo Manager, other Studio Tech., & IT personnel to plan, acquire, and implement technological advancements for the School	Assist the Director and A.D. with scheduling, advising and recruitment of graduate students as needed. Advise current Graduate Students Assist in Application Process Assist in Assistantship Process Manage Visiting Artist Series Assist in Faculty and Student Awards Facilitation, organizing and PR coordination for Visiting Artist & Scholar Lecture series in conjunction with VAS Committee and hosts Handle correspondence and information requests concerning the graduate program Maintain files & records for all grad students Coordinate/compile statistical information re: student enrollment, admission, degrees awarded & inquiries. Coordinate submission materials for students applying for School awards. Assist Director with undergraduate scholarships	support all essential business and academic matters as assistant to the Assoc. Director of Curriculum schedule class assignments as recommended by Assoc. Director and area chairs. load courses in BANNER and keep them updated. load and revise new courses and course changes via CAPA advise administration and faculty on proper procedure, format and deadlines for CAPA submissions compile and organize information- annual reports, class records, and enrollments process all special access needs	Office Receptionist Serves as the main point of contact for the department when someone calls, emails, or visits the unit. Responds to questions as they relate to school policies and procedures and ensures necessary follow-up. Oversees the processing of mail, making copies, scanning documents, assisting faculty and graduate students with office machines and maintaining departmental bulletin boards Provide assistance to the assistant to the director, business manager, finance staff and the academic administrators Serve as Lamar Dodd School of Art Facilities Management Division (FMD) Representative for work orders as well as building contact. Initiates orders for surplus. Compiles list of items no longer needed and gets them ready for pickup. Responsible for receiving and updating all departmental inventory during inventory review and throughout the year. Coordinate and oversee individual and office-wide moves. Maintain and assign student lockers. Maintain building lock and alarm schedule. Assist Associate Director Prepare and edit correspondence, memoranda and administrative reports as directed by Associate Director. Monitor ticket system for studio support requests General Departmental Support	Management of professional, fiscal and administrative work in planning, organizing, leading Controlling the fiscal, instructional, HR and logistical activities of the unit Project financial needs and oversee instructional budget Manage approved budget; Prepare reports and provide information to director or to college Supervise some office staff Hire personnel and process paperwork for new employees Serve as payroll representative for department Serve as departmental staff liaison for other units on campus Provide assistance to faculty and staff regarding policies and procedures General Departmental Support	Lab Fee Account Reconciliation Foundation Scholarship Account Reconciliation Submit foundation requests Prepares monthly status reports departmental scholarship foundation accounts and distributes them to Business Manager Purchasing and Travel Processing Enters and approves purchase orders via UGAMart and payment requests in UGA Financials. Prepares travel authorities, travel expense statements and reimbursement for faculty, staff and grad students. Audit travel authorities and reimbursement requests and accuracy. Handle all guest/visitor travel reimbursements for the departments Hourly Hiring Coordinate all new hire and termination paperwork for hourly students, work study and temp non student employees. Work study liaison for the school General Departmental Support	Provide Administrative Support to the School Director Utilize UGAJobs to post vacant faculty positions, reclassify existing positions or create new positions for faculty Coordinate all new hire procedures Compile data in preparation of faculty reviews, reappointments, 5 promotion and tenure dossiers, 5 program review materials, and other projects as needed Assure that all employees have completed orientation, ethics training, and/or other training Create secure, confidential personnel files, complete EEO forms, Workers’ Comp forms, FMLA forms, Shared Leave forms, separation notices and exit interview forms Plan, budget and oversee school wide projects like graduation, portfolio review, etc. Secure internal and external resources, both fiscal and personnel, to execute events and projects Maintain budget for student organizations and clubs, Assure that accurate and consistent records are kept by organizational officer and that approved methods of handling organizational finances are followed General Departmental Support	Advise all BFA students in Art Ed., Interdiscip. Studies, & those accepted into Area of Emphasis Collect & prepare Bulletin Changes Coordinate & execute the Portfolio Review Facilitate online Course Evaluations for all course Complete NASAD Report Coordinate with Academic Advisor I, Admin. Assist., & Assoc. Dir. of Advising to ensure Advising Office runs smoothly	Advise all accepted Art History, AB Studio and BFA Art students until they are accepted into an Area of Emphasis. Summer Orientation advising responsibilities include advising approximately 80 incoming 1st year students in one-on-one appointments and leading art academic area meeting presentations to over 200 students and parents Coordinate with Academic Advisor II, Admin. Assist., & Assoc. Dir. of Advising to ensure Advising Office runs smoothly.	Responsible for research, purchasing and support of all computer- related hardware, including network equipment; research, purchasing and support of all software; and short- and long-term design and implementation of enterprise needs, standard procedures and adoption of emerging technologies. Responsibilities include data security and backup; server maintenance and development; web design and web application development; and rapid deployment of technology resources for instruction. In addition, the position provides administrative, instructional and technical support and documentation for the School of Art's technology needs. Serves as the primary contact for vendor service and support, as well as for the wider University technical community and infrastructure. The School's ongoing technology needs and issues are assessed daily by the position and reported to the Associate Director of Technology and the Director of the School of Art on a regular basis.