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General purpose: Provide effective day-to-day management of the department and a key resource on administrative policies, procedures and practices within the department.
Summary of Essential Functions: Ensures that all departmental non-faculty resources, e.g. staff, finances, space, equipment, etc. are effectively utilized to maximally achieve the mission of the Departments. Directly responsible for the administrative and financial operations of the Department. Provides supervisory direction to the Departmentâs student workers.
Essential Duties & Responsibilities:
Provides administrative support to the Chair, including correspondence, booking appointments, preparation and distribution of materials (Adjunct faculty; visitors; regular faculty; hiring of new faculty) and departmental forms.
Manage the Department and Guest Speaker budgets.Â Approves with signing authority invoices, financial reports, reconciliations, journal entries and travel reimbursements for guest speakers. Acts as a Reviewer of submitted Faculty Professional Expense Reimbursement claim forms.
Updates and maintains the departmental files.
Attends on-campus meetings, representing the department in terms of administrative undergraduate procedures.
Handles general inquiries and correspondence concerning the undergraduate program.
Supervises, recruits, and trains student workers; assigns, reviews and evaluates their work. Hire/terminate student workers.Â Â Approve/Sign and submit pay forms for student workers.
Plans, organizes and coordinates various department activities
Responsible for procurement and control of Departmentâs administrative and teaching supplies, maintaining office equipment and service calls.
Independently creates and manipulates data and information in word processing, spreadsheet, and data base application
Respond to faculty, staff, and student inquiries
Perform other duties as assigned
Knowledge, Skills, and Abilities:
Working knowledge of the operation of various office equipment
Working knowledge of formatting business letters and memos
Working knowledge of budgeting procedures
Proficient in Microsoft Office, Excel, PowerPoint and customer service
Must work independently, have excellent oral and communication skills, and excellent interpersonal skills necessary to lead others and effectively deal with a wide variety of people.â Must be able to analyze difficult situations and make critical decisions; excellent management, organizational, and negotiation skills
Must have the ability to self-motivate and the ability to work unsupervised
Proven experience in an Administrative Assistant role
Demonstrated years of administrative experience for Associates Degree
Experience in an art or design field
Experience with PeopleSoft
Reporting to this position: Student workers
Conditions of Employment:
Must successfully complete a full background check
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 minimal.
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: R786
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.