Administrative Assistant II - Massachusetts College of Art and Design
Location: Boston, Massachusetts
Internal Number: 9542
About MassArt:Founded in 1873, MassArt is the first freestanding public college of art and design in the United States. The College excels in the education of professional artists, designers, and art educators and is an integral contributor to the cultural and intellectual life and creative economy of the Greater Boston region, the Commonwealth of Massachusetts, and beyond. Located in Boston's hub of arts and culture along the Avenue of the Arts, MassArt enrolls 2,000 students and offers a comprehensive range of undergraduate and graduate degrees in 18 disciplines, as well as continuing education and youth programs. MassArt strives to be a model of diversity and inclusion; the campus community reflects the layers of cultural and self-identity that proudly make up our region, nation, and world. We respect, value, and celebrate the strengths, characteristics, and perspectives of all and promote an inclusive environment that leverages the unique contributions of each individual, group, and organization into all aspects of our work.Social inclusion at MassArt honors our commitment to diversity & inclusion by recognizing the integrity, contributions, strengths, and value of different cultural, language, and social groups. Social inclusion includes, but is not limited to, race/ethnicity, physical abilities/qualities, disability, gender, sexual orientation, age, religious beliefs, class, educational background, and employment category. Job Description:Founded in 2004, the Center for Art and Community Partnerships (CACP) partners with people and communities within and beyond MassArt to radically expand access to transformative creative experiences. CACP seeks a full time Administrative Assistant II to lead administrative coordination and support management of CACP's programs and initiatives. The Center for Art and Community Partnerships is a team-centered office; supervision and work is exercised in a collaborative environment. This position works closely with CACP staff, program/project leaders, MassArt students; MassArt Administration and Finance departments such as the Business Office, Payroll, and Purchasing; as well as Academic Affairs, and other offices within the College as needed. The position also serves as a liaison to community partners, vendors, and the general public.CACP seeks a team member with zeal and experience in the practices of dynamic office management; a clear communicator and self-starter who is excited to manage and lead the evolution of CACP systems for making processes and data accessible for CACP staff and community partners.SUPERVISION RECEIVED: Executive Director, CACPSUPERVISION EXERCISED: CACP Student AssistantsSALARY: $2,034.87 bi-weekly, Grade 17, Step IPosition is governed by the AFSCME collective bargaining agreementTo be considered for the position, please apply DIRECTLY to the MassArt employment opportunities page: https://massart.interviewexchange.com/static/clients/576MAM1/index.jspESSENTIAL DUTIES AND RESPONSIBILITIES:Manage and coordinate CACP inquiries and communicationsCoordinate and schedule meetings; take meeting minutes when neededManage CACP's digital filing systems and documentation of various mediaOrder and maintain office supplies and equipmentManage hiring, onboarding, timesheets and payment processes for contracted staff and student employees.Provide on-the-job training and orientation for student CACP office employees.Manage all payment requests, purchase orders, procurement card transactions, and other financial transactions and records as needed.Work with CACP Executive Director to manage departmental budgets, expenses, and income, including support with grant reporting as needed.Work with CACP Associate Director and Student Financial Aid to manage the Federal Work Study budget.Manage CACP's database / partnerships list Maintain CACP's web presenceReview and analyze data concerning assigned activities in order to improve work methods, determine progress, revise established procedures.Performs other related duties as assigned.KNOWLEDGE, SKILLS, ABILITIES:Demonstrated passion for organization of self and processesProficiency with Google SuiteExcellent written and oral communication and interpersonal skills;Ability to cultivate effective working relationships with students, faculty, staff, and the greater public Ability to learn and apply new technologiesExperiencing with training and supervisionExcellent note taking skillsAbility to assemble items of information in accordance with established procedures from start to finishAbility to meet deadlines and manage competing priorities.Ability to exercise discretion in handling confidential informationAbility to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.Knowledge of the principles and practices of office managementA sense of humor and the ability to work in a team environmentRequirements:REQUIRED QUALIFICATIONS:Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.PREFERRED QUALIFICATIONS:Demonstrated experience of current technologies for design including Adobe suitePrevious experience working with educational and/or cultural organizations in the fields of art and community developmentPrevious supervision experience a plusRelevant experience in higher education Proficiency in Spanish a plusAdditional Information:Please note MassArt does not provide:Employment-based visa sponsorship or non-student exchange visitor visa sponsorship.Reimbursement for travel.Criminal Offender Record Information (CORI) check relative to prior criminal convictions and pending cases, as well as Sex Offender Registry Information (SORI) checks relative to prior sexual offenses committed as an adult or juvenile will be conducted on the final candidate prior to an offer of employment. MassArt requires specific written authorization to conduct background checks. Failure to provide such authorization shall preclude your application from receiving further consideration.As a condition of employment, you will be required to have received the COVID-19 vaccination or an approved exemption as of your start date. Details relating to demonstrating compliance with this requirement will be provided during the onboarding process.MassArt provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. MassArt complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the college operates. This policy applies to all terms and conditions of employmentApplication Instructions:Please submit a cover letter and resume to be considered. To be considered for the position, please apply DIRECTLY to the MassArt employment opportunities page: https://massart.interviewexchange.com/static/clients/576MAM1/index.jsp
Colleges of the Fenway is a collaborative effort of five neighboring Boston-based colleges in the Fenway area. This collaboration was created to add value to student academic and social life while seeking innovative methods of investing in new services and containing the costs of higher education. Collectively, the colleges represent more than 12,000 undergraduate students, comprising 16.2% of the total Boston population of undergraduates attending four-year colleges, more than 700 full-time faculty, and 2,300-course offerings.