Graduate Operations Coordinator, Grad Studies Office
Maryland Institute College of Art
December 10, 2017
Higher Education Institution
Position summary: Provide support to the Manager of Academic Operations with the overall preparation and maintenance of budgets and facilities. Provide support to the graduate program directors of assigned graduate programs including budget planning, paperwork, accounting and organization of events, including the coordination of visiting artists. Provide support to the Office of Graduate Studies for specific projects, events, and activities, as assigned.
Major role functions:
Support the Manager of Academic Operations with the preparation of program operating budget reports, budget preparation, and capital budget requests for all graduate programs.
Provide support to assigned graduate programs, including paperwork required for visiting artist payments, purchase orders, invoices, travel expenses, and reimbursements; budget reports; coordination of visiting artists; and websites for assigned graduate programs
Work with Manager of Academic Operations to coordinate resources and space needs related to the Summer Session; support low-residency graduate programs during intensive on-campus sessions
Planning and support of graduate program projects and event
Day-to-day office/graduate program administrative support
Budgets & Expenses
Prepare, process and submit payments for assigned graduate programs and business related to the operations of the graduate programs including the visiting artists, purchase orders, invoices, travel expenses, and reimbursements.
Monitor and report quarterly on graduate program operating budgets with Manager of Academic Operations.
Research and order supplies and technology, as needed, for program use.
Support graduate director’s Visa card monthly statement process.
Collect and organize annual capital budget requests with Manager of Academic Operations for all graduate programs.
Liaise with Facilities, EHS, Building Services, and Manager of Academic Operations in Graduate Studies for communication related to graduate program facility needs and upkeep, or the health and safety in graduate program spaces in the Lazarus Center, MICA PLACE, Brown Center, and the Fox Building.
Support the Program Coordinator with the coordination of studio move-out for graduating students at the end of spring and summer semesters.
Troubleshoot day-to-day maintenance issues in the assigned graduate programs studio, seminar and shared spaces; place maintenance requests via eMaint system.
Liaise and coordinate with Facilities, Campus Services, Fabrication Studios and other relevant departments regarding campus resources, services and programming for the graduate Summer Session; Maintain an up-to-date summer student guidebook webpage.
Coordinate visiting artists/critics, including shared visitors as part of Grad Mix, and Artists-in-Residence of assigned graduate programs; liaise with HR for required hiring paperwork; finalize travel plans and campus itinerary, coordinate housing accommodations with Program Coordinator.
Collect and organize visiting artist and AIR images and bios; liaise with Graduate Studies front design desk administrative assistant and Strategic Communications to publicize visitors
Program Promotion & Website
Contribute faculty, student, and alumni event listings and news items for the assigned graduate programs to be included in weekly Graduate Studies newsletters and shared via social media.
Coordinate spaces and catering for assigned graduate program events (dinners, etc).
Update assigned graduate program web pages on mica.edu & program affiliate webpages.
Coordinate and maintain the archives of student work, lectures, exhibitions and other program activities for the assigned graduate programs.
Other Graduate Studies Programming
Assist the Graduate Studies office with onboarding of the new class of graduate students and welcoming returning students and faculty to campus each academic year including meeting planning, calendar preparation, list-serves and revisions of cyclical documents for distribution to faculty, students and staff.
Support graduate events and projects including Commencement, Graduate Pie Party, Graduate Art Sale, Graduate Picnic, and the Graduate Spring Exhibitions (MICA Grad Show).
Perform other related duties as assigned.
Required essential skills and experience:
High School Diploma or GED, minimum
Minimum of 3 years of related experience in a professional office setting or academic environment
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
Excellent time management skills
Excellent customer service skills and ability
Ability to promote the program with enthusiasm
Valued but not required skills and experience:
Project management experience
Familiarity with the arts and non-profit organizations
Customer service experience
Previous experience creating and updating web content
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.