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Job Title : Administrative Specialist
Department : Provost's Office
Division : Provost's Office
FLSA Status : Exempt
Reports to : Provost & VPAA / VP Enrollment Management
Grade : 6
Salary Range : 47700.00 - 59600.00
Hours : 8 : 30am - 5pm (In office)
General purpose : In coordination with other support staff in the Office of the President, provide administrative support services to the Provost & Vice President for Academic Affairs (80%) and the Vice President for Enrollment Management (20%), including day-to-day operations and special projects. Represent the office with vital front-line services including answering phones, greeting guests to the office suite, setting up meetings, event coordination, correspondence assistance, mail sorting, filing, copying, management of work-study workers and coordinating with other College areas when necessary. Answer non-routine correspondence and assemble highly confidential and sensitive information. Interact with a diverse group of internal and external clients at all levels. Independent judgment is required to plan, prioritize and organize a diversified workload.
Summary of Essential Functions
- Work collaboratively with others within and outside of the office to ensure the smooth operations of a fast paced, high-profile office
- Provide excellent customer service to project a high level of professionalism of the College
- Organize, maintain and track calendars, schedules, meetings, travel, events and special projects with accuracy and effectiveness, including the anticipation of and preparation for upcoming events
- Handle office projects as assigned with initiative, independence and sound judgment
- Hold in confidence all activities of the College
Essential Duties & Responsibilities :
Oversee receptionist area, serve as initial contact, greet visitors, and respond to telephone, email and in-person requests for information. Provide primary coverage for the College's main telephone line.Oversee office mail operations, open and sort mail, maintain the area's mailing / label lists and extensive files.Coordinate inventory orders, office supplies, ensure good working order of all office equipment, initiate and follow-up on department work orders.Manage and coordinate extensive scheduling of internal meetings.Coordinate the departments conference rooms logistics, e.g. bookings, AV equipment, room maintenance, food service requests, room seating arrangements.Type or word process, edit and proof drafts documents and administrative materials from notes, electronic dictation, brief instructions or prior materials. Type, proofread, and distribute many of the Provost and / or VPEM's general correspondence.Use word processing equipment and input or retrieve data and prepare reports using an on-line or personal computer system and various software, e.g. word processing, spreadsheet and database management.Review, proof and edit finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage and grammar.Organize and maintain manual and electronic files which may involve confidential and sensitive information, purge and archive files as appropriate.Make travel arrangements for the Provost and VPEM, including processing travel expenses, reimbursements and area invoices submitted for payment.Assist the Provost, VPEM and other support staff in the coordination of and preparation for the Board of Trustee and other meetings.Develop, implement and perform special projects and surveys and prepare various forms and reports on behalf of the Provost (80%) and VPEM (20%); attend to administrative details on special matters; monitor progress of area projects and activities; assure office activities comply with established time lines and requirements.Train and provide work direction and guidance to work study students; assign duties and review work for accuracy and completeness; monitor workflow and adjust activities as needed to complete assignments.Perform other related duties as assigned.Facilitate updating of the Faculty Handbook annually, including receiving voted updates and changes, proofing, and publishing to the MICA website. Update / Edit Academic Affairs Faculty Resource pages on MICA website.Knowledge, Skills, and Abilities
Experience to be proficient in performing most or all work assignments. Ability to use standard office equipment. Thorough knowledge of office methods, procedures, and practices.Highly organized and able to manage multiple tasks in a fast-paced confidential environmentDetail-oriented and have proven track record of successful project management and ability to meet strict deadlinesProfessional telephone etiquette and customer services skillsThorough knowledge of English grammar, punctuation, and spelling. Demonstrated competence in effectively presenting standard information in writing.Ability to learn and interpret independently, and apply a variety of complex policies and procedures. Ability to identify deviations from applicable policies.Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.Excellent interpersonal skills with strong verbal and written communication skillsAbility to work independently, perform under pressure, and take initiative when necessaryProficiency in Microsoft Office Suite (Word, PowerPoint, Excel), and other electronic platformsMinimum qualifications :
Associate's Degree2 years of experience in administrative / office support, project coordination, customer service or related fieldPreferred Qualifications :
Experience in higher education and / or arts administrationAppreciation for Artists, Designers, Arts Educators, and the ArtsReporting to this position : no direct reports, may provide supervision to student employees
Conditions of Employment :
Candidate must successfully complete a full background checkUnusual Circumstances related to position : may work evenings and / or weekends during special presidential events or board meetingsPhysical 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 30 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.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.Required training : Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, Personal Protection Equipment.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.
