Position summary: Receive and direct visitors to the Office of Graduate Studies and provide administrative support to the Office of Graduate Studies and its staff, including general office management, facilities and communication coordination, office and event support.
Major role functions:
General reception/communication with visitors by phone, email and in person
Coordinate communication, calendars and graduate program webpages (weekly newsletter, website updates, community calendar updates, etc.)
Day-to-day office management & support
Facilities coordination, catering and meeting support
Careful data entry and tracking of financial transactions for Graduate Studies budgets
Position responsibilities: Office Support
Serve as the first point of contact for the Graduate Studies and Graduate Admissions Office and its staff & direct visitors to appropriate person or resources.
Maintain day-to-day functions of the Office of Graduate Studies including filing, copying, data entry, submitting maintenance requests, ordering office supplies, maintaining the copier & its paper, and manage repairs and services as needed
Coordinate and provide parking passes for visitors to the Office of Graduate Studies
Provide general facilities coordination support by submitting and following up on work orders
Request room reservations through 25 Live
Coordinate catering for graduate staff and faculty meetings and all graduate events
Collect, sort, and track mail and packages for graduate studies and graduate admission staff and graduate faculty
Conduct research in advance of ordering supplies for general office use and specific events
Coordinate and schedule meetings for graduate studies staff that involve multiple offices/stakeholders
Provide support for meetings conducted by staff in Graduate Studies, through scheduling, requesting technology, catering, copying, and filing etc.
Provide administrative support for faculty and staff position searches, including search committee meeting scheduling, catering, copying, and agendas for on-campus interviews.
Support the graduate team in the implementation of a multiple graduate events and projects including Graduate Orientation, Graduate Fall Exhibitions, MICA Grad Show, Graduate Art Sale, Commencement, etc.
Oversee and coordinate work-study students for the Graduate Studies and Graduate Admission offices and in consultation with HR.
Bookkeeping & Records
Provide administrative support to record payments and purchases including purchase orders, invoices, travel expenses, and expense reimbursements for Graduate Studies office
Maintain organized filing system and recordkeeping of potentially confidential documents
Assist with expense reimbursements for graduate studies staff
Reconcile monthly credit card statements for the Vice Provost for Research & Graduate Studies.
Create contact information for faculty teaching graduate courses each semester from data provided (via a peoplesoft query). Distribute/make available this contact information to the Graduate Studies staff each semester.
Provide contact information for graduate program directors or faculty for other MICA offices.
Support the revision of information on Graduate Studies websites and calendars, including the graduate community website.
Coordinate updates to the graduate program websites
Collect information and news related to graduate faculty, graduate alumni, and graduate students
Coordinate and regularly share graduate news and accomplishments with Strategic Communications
Compile event listings and publish online weekly newsletters to graduate students, faculty and staff
Support social media presence for Graduate Studies programs and events.
Coordinate, maintain and distribute posters for events in graduate programs and Graduate Studies.
Perform other duties as assigned
Required essential skills and experience:
Associates degree or equivalent work experience
Ability to work effectively with a diverse population of students, staff, faculty, and guests
Ability to multitask and prioritize duties
Strong organizational skills
Strong verbal and written communications skills
Proficiency in Google Apps, Microsoft Office Suite, Adobe Creative Suite
Eagerness to work in a collaborative environment
Ability to work with confidential information
Previous experience in a professional office setting
Valued but not required skills and experience:
Customer service experience
Previous experience creating and updated web content
Experience in Higher Education
Familiarity with the arts and non-profit organizations
Reporting to this position: work-study students assigned to the Office of Graduate Studies
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.