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Position summary: Perform and coordinate the administrative tasks that support the day to day activities, needs, and functions of the Division of Operations and Finance at the College.Â The position is responsible for serving as a liaison and point of contact between the Operations office and students, faculty, staff, members of the campus community and area organizations. Responsible for a wide range of project-oriented, multifaceted and will report to the Associate Vice President of Facilities Management.
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Major role functions:
Administrative support and leadership that includes secretarial, clerical and office responsibilities.
Maintain a student and community-centered professional client/customer service-oriented approach.
Manage department shared databases and filing.
Participate in budget management.
Coordinate department staff training.
Provide administrative support for special projects.Â
Manage the daily administrative activities.Â
Serve as Administrative Assistant to Facilities Management staff.Â Use initiative to handle a wide variety of administrative support duties, arrange, manage and schedule complex calendars, meetings, and presentations. Â
Draft letters, memos, documents, reports, and other applicable College forms; seek answers and solutions to inquiries, utilizing independent judgment in preparing responses.
Monitor and follow-up with campus and community members that require answers, responses and written/oral replies.Â
Responsible for overall office administration â ordering supplies, office equipment, maintenance requests, employee action forms, setting up new offices, key requests, campus tech requests, troubleshooting equipment problems.
Maintain and update division related information for college publications, rosters and a variety of materials for diverse audiences.Â
Create, maintain, and organize documents, records and office files, both written and electronic.
Coordinate division events and meetings to include catering, room reservations, etc.Â Â
Help plan and coordinate visits to MICAâs campus of guests invited by the Associate Vice President or others to ensuring appropriate officials and administrators are notified of visits; and at times, lead tours.
Monitor divisional budgets and process purchase orders, invoices, travel expenses, and reimbursements.Â Review budgets monthly.
Establish and maintain positive, effective working relationships with Associate Vice Presidentâs staff, Board of Trustees, college officials, faculty, staff, students, alumni, parents and the general public.Â Anticipate and resolve problems, critical issues, and opportunities as they arise and advise the Associate Vice President accordingly.
Oversee training, orientation and policy standards for all staff within the division.
Plan the Associate Vice President's Leadership and Directorâs Annual Retreat, bi-monthly meetings, professional staff development programs and other special events.
Assist EA of Finance with departmental leave requests, approving leave time and timesheets for staff as needed.
Coordinate multi-family dwelling licensing.Â
Perform other related duties as assigned.
Demonstrated years of experience in office management and administrative assistance with an emphasis on special projects coordination.
Exceptional writing, editing and proofreading skills, with a proficiency to collect information, data and related materials
Outstanding talent to communicate in a highly effective and professional manner with attention to detail and accuracy
High level of proficiency with Microsoft Office programs, especially MS Word, MS Excel, MS PowerPoint, MS Access, MS Project and G Suite programs (Google Mail, Google Calendar, Google Documents, etc.)
Must be self-motivated and possess exceptional organizational and planning skills to work both independently and as a team member
Ability to exercise sound judgment, problem solve, manage challenging situations and respond to changing priorities and crisis situations
Ability to manage multiple priorities simultaneously through completion and stay one step ahead of emerging concerns, activities, meetings and programs
Detail oriented; proven track record of successful project management and ability to meet strict deadlines
Ability to exercise discretion, confidentiality and judgment in dealing with sensitive issues
Outstanding people skills with ability to work across departments and divisions of the College with all levels of staff in a dynamic, fast-paced environment
Experience working in Higher Education
Reporting to this position: no direct reports
Conditions of Employment:
Candidate must successfully complete a full background check
May need to work additional hours and some weekends during times of peak activity
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 20 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. (may be adjusted depending on position)
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.
Â 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, 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: R537
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.