Administrative Coordinator

Maryland Institute College of Art
Baltimore, MD
Apr 05, 2021
Apr 19, 2021
Full Time
Welcome to the official site for employment opportunities at MICA. At MICA, we value diversity and empower our employees to use their talent in a variety of ways. We are pleased that you are interested in career opportunities offered at MICA.General Purpose:Provide effective day-to-day management of the department and a key resource on administrative policies, procedures and practices within the department.Summary of Core Duties:Coordinate all administrative support for the Chair and department facultyAnswer all student inquiries or direct them to appropriate office or personIndependently handle routine office matters including ordering of suppliesSchedule and coordinate department meetingsMaintain paper and electronic filing systems to meet department needsServe as budget manager: approve, code and prepare invoices for paymentManage syllabi, and student evaluations: collecting, copying and distributingEssential Duties & Responsibilities:CommunicationsAuthor and editor of FYE Update, a weekly digital newsletter apprising FYE faculty of campus, peer, student and department-related events and activitiesCompose and distribute communications between fifteen full time and thirty adjunct facultyWrite and distribute minutes for departmental and committee meetingsAdministrative and budget support for facilitators/coordinators of the six divisions of FYEChair and manage the process by which FYE nominates and chooses recipients of Competitive Scholarships for Returning Students departmental and competitive) , and Koch AwardDevelop, compose, and suggest content for FYE websiteUpdate FYE section of main MICA websiteResearch and gather (from various departments and sources) information for FYE Annual ReportExhibitionsAssign FYE faculty to attend and participate in annual (1) Advance Placement shows, (2) Parents Weekend, (3) Open Houses, (4) Portfolio Day and (5) FYE Exhibition.Develop and plan logics for FYE Exhibitions' student work installationHire adjunct faculty and/or grad students to install student artwork, as necessarySpecial Events (Annual FYE Exhibition and Fall Freshman Orientation)Every summer for FYE Show Collect, inventory, and store about 1000 pieces of artwork and coordinate its installation with Exhibitions departmentEvery fall (1) Solicit, select, compile, and update information (from Advising, Decker Library, Enrollment Services, Registrar, Student Affairs, and Study Abroad) for FYE Orientation packets and (2) Assemble, label, and delegate distribution of packets for approximately 450 freshmen studentsBudget ManagementMonitor and manage the operating budgets for six separate FYE divisionsApprove and distribute Guardian Angel Funds (with Chair) to of-need students who meet certain criteriaFaculty ReviewsCoordinate adjunct faculty evaluation process, including choosing peer reviewers, providing background information, compiling reviews, and scheduling meetings between Chair and revieweesCoordinate and archive full time faculty contract renewalsAssessmentSolicit and digitally collect student work documentation from FYE faculty for assessment committeeNon EssentialServe as main contact for the FYE ProgramAdministrative support for Chair and Assistant ChairAnswer general inquiries from other departmentsLiaison between Facilities Management, Campus Safety, Campus Tech, etc.Schedule department meetings and arrange catering, etc.Electronically collect and maintain department faculty syllabi and assignmentsPrepare guest speaker contracts and arrange travel & housingMonitor and order office and instructional suppliesApprove and/or correct, code, and submit invoices and purchase orders for paymentReconcile monthly departmental credit card statementsSupervise departmental work study students and temporary employeesKnowledge, Skills, and AbilitiesKnowledge of: Microsoft Office Word, Excel, PowerPoint, Publisher, Google SuiteSkills: Word Processing, Spreadsheets, Data Analysis, Web Content ManagementAbility to: work independently, perform under pressure, and take initiativeMinimum qualifications:Bachelor's degree or commensurate experience1-2 years in coordinator roleMay substitute 10 years administrative experience degreePreferred Qualifications: Bachelor's degreeExperience with managing budgets and financial informationDecisive and assertive personalityExperience with PeopleSoft/Resource 25Interest in visual artsReporting to this position:College Work Study studentsSeasonal TempsAgency temps, when neededConditions of Employment: Conditions: Background CheckOccasional weekend and evening availability.Physical demands and work environment: The physical demands and work environment characteristics 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.Physical Demands: While performing the duties of job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Work environment: While performing the duties of the job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.Required training: Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, Personal Protection Equipment. (additional training may be added, SEE: EHS Manager training schedule)Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, US mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at 410-225-2363.

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