What are the responsibilities and job description for the Design Departments - Administrative Assistant II position at Massachusetts College of Art and Design?

About MassArt :

Founded in 1873, having celebrated its 150th anniversary in 2023, Massachusetts College of Art and Design (MassArt), is the nation's first and only independent, free-standing public college of art and design in the country. MassArt is an inclusive community of thinkers, doers, makers, educators, innovators and leaders striving to shape the future through art and design. We've spent 150 years demonstrating the truly amazing things that happen when a world-class art and design education is an option for every deserving student. 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 build effective partnerships with co-workers throughout the College by freely sharing appropriate information and providing assistance to all and maintain an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Job Description :

DEPARTMENT OVERVIEW & POSITION SUMMARY :

Working directly with the current Administrative Assistant II, this additional position provides support for the Animation, Architecture, Communication Design, Fashion, Illustration and Industrial Design programs at MassArt. The academic administrative assistants work in tandem with their department's studio managers, area coordinators, and department chairs to support the faculty and students and ensure the academic departments run smoothly and effectively.

REPORTS TO : Director of Academic Operations

BARGAINING UNIT : AFSCME

SALARY : This position is Grade 17, Step 1 : $58,940.44 per year paid in bi-weekly amounts of approximately $2266.94

SUPERVISION EXERCISED : Potentially Undergraduate and Graduate student workers and / or interns

KEY RESPONSIBILITIES :

Office Management

Organize and maintain office functions for the department such as incoming and outgoing correspondence, customer service, answering phones, and submitting work orders, including those for facilities and technology.
Field questions and concerns from students with care and compassion.
Provide general maintenance of various office equipment and supplies.
Maintain well organized department files (both digital and hardcopy).
Coordinate departmental events by scheduling rooms or virtual meetings, ordering food, and distributing promotional information (i.e. departmental meetings, visiting artists, town halls, etc.).

Data Management

Assist with the coordination, proofing, and entering of the departments; approved course schedule using Microsoft Access and the College's mainframe system, Colleague.

Enter and maintain faculty personnel data using Microsoft Access

Assign and enter advisor information into Colleague

Enter spring award information for the departments using Microsoft Access.

Assist Academic Affairs staff with data collection from the department, such as the semesterly syllabi collection process

Assist the chairs with reporting needs and pulling data reports from Argos and Colleague (for example enrollment and roster reports)

Assist in the departmental collection and archiving of official correspondences

Operational Processes and Department Faculty / Chair Support

Create and administer student review board schedules.

Support the Department Chair and faculty with adhering to operational deadlines and dates outlined in the academic calendar.

Processes budget paperwork including payment authorizations and track expenditures

Assist with the organization and promotion of student focused events and initiatives, such as Majors' Orientation Day and the advising process for first year students.

Prepare departments' elective course offerings and share with students at time of registration.

Assists Purchasing with the tracking of surplus property and equipment.

Collaborate and liaise with students, alumni, external agencies, and other academic and administrative departments.

Foster partnerships with campus resources including, but not limited to academic advising, counseling services, housing, and the general education departments.

Assist department faculty with departmental related duties as necessary.

Communications

Disseminate college policies and departmental information via email, website, and posters.

Assist in keeping students informed of programs, visiting artists, lectures, scholarships, college policies etc.

Monitor the department's web pages and directory listings and work with Marketing and Communications to update as necessary.

Promote the University's commitment to diversity, collegiality, and service excellence by :

Building effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.

Ensuring optimum service to all internal and external partners in response to all requests for service and information.

Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Requirements :

MINIMUM QUALIFICATIONS :

High School Diploma

Applicants must have at least :

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, records management, work simplification, grants management, contract administration or program management, or

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.

An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Preferred Qualifications

Excellent customer service and communication skills including oral, written and electronic, as well as attention to detail.

Demonstrated time management, organizational, and planning skills with an ability to multitask in a busy work environment.

Demonstrated experience with MS Office software and Google Suite.

Experience in higher education, including student employment.

Ability to meet the physical requirement of operating and maintaining a busy office as well as lift and carry up to 10 pounds

Additional Information :

Please note MassArt :

Does not support employment-based visa sponsorship or non-student exchange visitor visa sponsorship.

Is not an E-Verify institution.

Selected candidates must be eligible to work in the US at the time of employment, complete all onboarding tasks including a Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) background review and provide proof of eligibility to work in the US by completing the Form 19, Immigration Reform and Control Act of 1986.

You are required to show proof of your identity and employment eligibility within three (3) days of the start of your employment. You will not be authorized to work in any capacity until all paperwork has been completed. For a list of all acceptable documents please click here.

Comprehensive Benefits (does not apply to contractor / student positions) :

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Please click here to view MassArt Benefits.

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 employment.

Application Instructions :

Please submit a letter of interest and current resume for review.

Salary : $58,940

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