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Position summary: Maryland Institute College of Art (MICA) seeks a collaborative, customer centric, detailed oriented, executive assistant level staff person focused on registration and logistics duties in support of the Open Studies office. Tasks are related to student enrollment, data entry, payments and registration processing, as well as a high level of support related to logistical planning for programs, special events and projects, travel (outward and inward bound), and meetings including catering, room reservations, housing, and equipment needs, general OS logistics planning/scheduling, active liaison between office management, internal departments, external organizations and the community-at-large and receptionist services.
General purpose: The Executive Assistant, Registration and Logistic works to ensure that the Open Studies provides good customer service, maintains accurate data, and assures that events and activities logistics are managed well.
Position responsibilities: Open Studies serves a diverse student body of traditional and non-traditional college students, art and design professionals, lifelong learners, teens, and children. The unit administers four unique professional graduate programs in the Business of Art and Design, Information Visualization, UX Design, and Design Leadership along with studio-based art and design classes for adults, teens, and children, short-term travel programs, and pipeline and orientation programs in support of the collegeâs diversity and internationalization goals. As MICAâs educational venture space the unit is engaged in innovating academic programming (including digital education, new curricular areas and program structures, and programs for non-traditional students) and revenue growth. The executive assistant, registration and logistics will:
Register Open Studies students
Processing payments: checks and credit cards
Resolve any registration and payment issues, reconcile accounts and audits
Post payments to student accounts
Apply financial aid and discounts
Enter registration and prospective student information
Audit student accounts, billing/collections
Maintain and report on student records; grades, transcripts, and accounts
Maintain and report on program records; rosters, schedules, classrooms, and grades
Organize mailings: grades publications, etc.
Plan logistics for programs, special events and projects, travel (outward and inward bound), and meetings including catering, room reservations, housing, and equipment needs, general OS logistics planning/scheduling, active liaison between office management, internal departments, external organizations and the community-at-large
Track event expenses and submit detailed summary of costs
Serve as liaison with vendors on event-related matters
Serve as liaison with MICA events related offices and resources (Events, Campus Safety, etc.)
Coordinate campus housing, linen rentals, and catering needs for all OS residential programs
Serve as liaison to Operations and Facilities Maintenance for required services.
Coordinate Technology Systems and Services for classroom and other necessary technology resources.
Serve as liaison to Campus Safety regarding security support and services.
Serve as liaison to Transportation Services for all OS logistic needs.
Coordinate work with the MICA events staff.
Create means to measure and assess events to ensure successful event programming
Prepare written materials to include event invitations, nametags, place cards, handouts, etc.
Maintain events calendar
Provide logistics oversite at events
Develop strategies to improve the event planning and implementation process
Phone & front desk reception
Provide information about MICA and OS programs
Direct students to appropriate staff and faculty
Answer questions about course confirmation, faculty, grades, transcripts, events, important dates, etc.
Provide outstanding customer service
Perform other related duties as assigned
Knowledge, Skills, and Abilities:
Experience using Microsoft Office, specifically Excel and Word
Data entry skills with attention to detail
Customer service and working with the public
Verbal and written communication skills
Ability to manage multiple tasks while staying organized
Ability to maintain pleasant demeanor and professional manner
Ability to maintain information in a database
Event and planning experience
High School diploma/equivalent
Demonstrated office experience
Experience using PeopleSoft and Workday
Reporting to this position: no direct reports
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 25 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 minimal.
Required training: Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans and 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, U.S. 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.
Internal Number: R233
About Maryland Institute College of Art
Founded in 1826, MICA is among the top visual arts colleges in the nation. The college enrolls 1,863 undergraduate and 306 graduate students from 48 states and 54 foreign countries, offering programs of study leading to the bachelor of fine arts (B.F.A.), master of arts (M.A.), master of fine arts (M.F.A.) degrees, and master of professional studies degrees (M.P.S), as well as post-baccalaureate certificate programs and a full slate of credit and noncredit courses for adults, college-bound students, and children. MICA is recognized as an important cultural resource for the Baltimore/Washington region, sponsoring many public and community-outreach programs-including more than 100 exhibitions by students, faculty, and nationally and internationally known artists annually-as well as artists' residencies, film series, lectures, readings, and performances.