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General Purpose:Â Provide effective day-to-day management of the department and a key resource on administrative policies, procedures and practices within the department.
Summary of Core Duties:
Coordinate all administrative support for the Chair and department faculty
Answer all student inquiries or direct them to appropriate office or person
Independently handle routine office matters including ordering of supplies
Schedule and coordinate department meetings
Maintain paper and electronic filing systems to meet department needs
Serve as budget manager: approve, code and prepare invoices for payment
Manage syllabi, and student evaluations: collecting, copying and distributing
Essential Duties & Responsibilities:
Author and editor of FYE Update, a weekly digital newsletter apprising FYE faculty of campus, peer, student and department-related events and activities
Compose and distribute communications between fifteen full time and thirty adjunct faculty
Write and distribute minutes for departmental and committee meetings
Administrative and budget support for facilitators/coordinators of the six divisions of FYE
Chair and manage the process by which FYE nominates and chooses recipients of Competitive Scholarships for Returning Students departmental and competitive) , and Koch Award
Develop, compose, and suggest content for FYE website
Update FYE section of main MICA website
Research and gather (from various departments and sources) information for FYE Annual Report
Assign FYE faculty to attend and participate in annual (1) Advance Placement shows, (2) Parents Weekend, (3) Open Houses, (4) Portfolio Day and (5) FYE Exhibition.
Develop and plan logics for FYE Exhibitionsâ student work installation
Hire adjunct faculty and/or grad students to install student artwork, as necessary
Special Events (Annual FYE Exhibition and Fall Freshman Orientation)
Every summer for FYE Show -- Collect, inventory, and store about 1000 pieces of artwork -- and coordinate its installation with Exhibitions department
Every fall -- (1) Solicit, select, compile, and update information (from Advising, Decker Library, Enrollment Services, Registrar, Student Affairs, and Study Abroad) for FYE Orientation packets and (2) Assemble, label, and delegate distribution of packets for approximately 450 freshmen students
Monitor and manage the operating budgets for six separate FYE divisions
Approve and distribute Guardian Angel Funds (with Chair) to of-need students who meet certain criteria
Coordinate adjunct faculty evaluation process, including choosing peer reviewers, providing background information, compiling reviews, and scheduling meetings between Chair and reviewees
Coordinate and archive full time faculty contract renewals
Solicit and digitally collect student work documentation from FYE faculty for assessment committee
Serve as main contact for the FYE Program
Administrative support for Chair and Assistant Chair
Answer general inquiries from other departments
Liaison between Facilities Management, Campus Safety, Campus Tech, etc.
Schedule department meetings and arrange catering, etc.
Electronically collect and maintain department faculty syllabi and assignments
Prepare guest speaker contracts and arrange travel & housing
Monitor and order office and instructional supplies
Approve and/or correct, code, and submit invoices and purchase orders for payment
Supervise departmental work study students and temporary employeesÂ
Knowledge, Skills, and Abilities
Knowledge of: Microsoft Office Word, Excel, PowerPoint, Publisher, Google Suite
Skills: Word Processing, Spreadsheets, Data Analysis, Web Content Management
Ability to: work independently, perform under pressure, and take initiative
Bachelorâs degree or commensurate experience
1-2 years in coordinator role
May substitute 10 years administrative experience degree
Experience with managing budgets and financial information
Decisive and assertive personality
Experience with PeopleSoft/Resource 25
Interest in visual arts
Reporting to this position:
College Work Study students
Agency temps, when needed
Conditions of Employment:
Conditions: Background Check
Occasional weekend and evening availability.Â
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.
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.
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 moderate.
Â 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)
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.
Internal Number: R1262
About Maryland Institute College of Art
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.