<p>Welcome to the official site for employment opportunities at MICA. At MICA, we empower our employees to use their talent in a variety of ways. We are pleased that you are interested in career opportunities offered at MICA.</p> <p>Job Title: Administrative Assistant</p> <p>Department: Center for Student Engagement & Student Affairs</p> <p>Division: Student Affairs</p> <p>FLSA Status: Non-Exempt</p> <p>Reports to: Associate Director, Student Engagement</p> <p>Union: NA</p> <p>Grade: 3</p> <p>Hourly Rate: $17.58 - $21.48</p> <p>Position Summary: Manage administrative support function for the Center for Student Engagement and the Vice President, Student Affairs.</p> <p>General purpose: The Administrative Assistant is a key position within Student Affairs and will be providing support to the Center for Student Engagement (CSE) and the Vice President of Student Affairs. Interpersonal skills, systems of organization and attention to detail are critical to this position. The Administrative Assistant will have a high level of daily interaction with MICA's diverse and exciting student population as well as various staff and faculty across campus.</p> <ul> <li>This position is a one (1) year appointment and works fully onsite. </li></ul> <p>Summary of Essential Functions:</p> <ul> <li> <p>Work collaboratively with others within and outside of the Center for Student Engagement and Student Affairs to ensure the smooth operation of a fast-paced office.</p> </li><li> <p>Provide excellent customer service to maintain the high level of professionalism at the College.</p> </li><li> <p>Organize, maintain, and track calendars, schedules, meetings, travel, events and special projects with accuracy and effectiveness.</p> </li><li> <p>Handle office projects as assigned with initiative, independence, and sound judgment.</p> </li></ul> <p>Position responsibilities:</p> <ul> <li> <p>Serve as initial contact, greet visitors, and respond to telephone, email and in-person requests for information.</p> </li><li> <p>Provide administrative support, including correspondence, answering phones, calendar management, filing, mailings, and meeting scheduling.</p> </li><li> <p>Collaborate with relevant campus departments or external partners to implement events, initiatives, programs and services.</p> </li><li> <p>Train and provide work direction to work-study students, assigning duties and reviewing work for accuracy and completeness.</p> </li><li> <p>Coordinate inventory orders and office supplies, ensure good working order of office equipment, and initiate and follow up on department work orders.</p> </li><li> <p>Oversee office mail operations, maintain mailing/label lists, and manage extensive files.</p> </li><li> <p>Coordinate scheduling of external and internal meetings and conference room logistics (bookings, AV equipment, maintenance, food service requests, seating arrangements).</p> </li><li> <p>Type, proofread, and distribute documents and administrative materials, including but not limited to meeting minutes.</p> </li><li> <p>Review and edit materials for completeness, accuracy, format, policy compliance, and appropriate English usage and grammar.</p> </li><li> <p>Organize and maintain manual and electronic files, purging and archiving as appropriate.</p> </li><li> <p>Make travel arrangements and process travel-related expenses, reimbursements, and department invoices.</p> </li><li> <p>Communicate monthly updates about events or announcements to the student body.</p> </li><li> <p>Provide logistical and operational support for CSE events as needed (including but not limited to: Orientation, Commencement, De-Stress Week, Last Blast, Halloween Party, Involvement Fair, Leadership Awards, etc.)</p> </li><li> <p>Submit virtual advertising materials to appropriate channels including but not limited to MICA Events website, division programming calendar, and the institution's app.</p> </li><li> <p>Update and maintain the internal CSE budget, including the submission of monthly credit card expense reports via Workday and supplier invoices.</p> </li><li> <p>Manage the office publication inventory, especially needed for campus events such as New Student Orientation, Parent & Family Weekend, and Open House.</p> </li><li> <p>Develop, implement, and perform special projects and surveys.</p> </li><li> <p>Monitor progress of office projects and activities, ensuring compliance with timelines and requirements.</p> </li><li> <p>Serve on campus-wide and Division of Student Affairs committees as assigned.</p> </li><li> <p>Perform other related duties as assigned.</p> </li></ul> <p>Knowledge, Skills, and Abilities:</p> <ul> <li> <p>Experience to be proficient in performing most or all work assignments. Ability to use standard office equipment.</p> </li><li> <p>Thorough knowledge of office methods, procedures, and practices.</p> </li><li> <p>Highly organized and able to manage multiple tasks in a fast-paced confidential environment</p> </li><li> <p>Detail-oriented and have proven track record of successful project management and ability to meet strict deadlines</p> </li><li> <p>Professional telephone etiquette and customer services skills</p> </li><li> <p>Thorough knowledge of English grammar, punctuation, and spelling. Demonstrated competence in effectively presenting standard information in writing.</p> </li><li> <p>Ability to learn and interpret independently and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.</p> </li><li> <p>Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.</p> </li><li> <p>Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.</p> </li><li> <p>Excellent interpersonal skills with strong verbal and written communication skills</p> </li><li> <p>Ability to work independently, perform under pressure, and take initiative when necessary</p> </li><li> <p>Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), and other electronic platforms</p> </li></ul> <p>Minimum skills and experience:</p> <ul> <li> <p>Associate degree or equivalent education and experience</p> </li><li> <p>Minimum of 1 year of relevant experience providing administrative support</p> </li><li> <p>Proficiency with Microsoft Office Suite, especially Microsoft Excel</p> </li></ul> <p>Valued but not required skills and experience:</p> <ul> <li> <p>Bachelor's degree</p> </li><li> <p>Proficiency with Adobe Creative Suite</p> </li><li> <p>Familiarity with the arts and non-profit organizations</p> </li><li> <p>Experience with budgets and financial information</p> </li><li> <p>Experience within a college or university setting supervising student workers</p> </li></ul> <p>Reporting to this position: Work Study Students</p> <p>Conditions of Employment:</p> <ul> <li>Satisfactory background Check results </li></ul> <p>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.</p> <ul> <li> <p>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 10 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)</p> </li><li> <p>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, moderate, or high).</p> </li><li> <p>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)</p> </li></ul> <p>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.</p> <p>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.</p> <p>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.</p>