Administrative Assistant (Academic Affairs)

SUMMARY:

MCAD is seeking an Administrative Assistant (Academic Affairs). This position is responsible for providing administrative support to the Academic Affairs Department which includes the Academic Affairs office, Vice President of Academic Affairs, Director of Accreditation and Assessment, academic department chairs and directors. This position will provide support related to general payment processes and the MCAD Visiting Artists committee. This includes responsibility for a wide variety of processes both general and specialized, which are a result of departmental activities. The Administrative Assistant (Academic Affairs) must be sensitive to college needs, employee and student goodwill, and overall brand equity of MCAD as an employer and educational institution.

DETAILS: This is a full time, non-exempt position expected to work 35 hours a week. This position reports to the Director of Academic Administration and is paid $19.23-20.88 hourly.

TO APPLY: Please submit a resume and cover letter and references to https://recruiting.paylocity.com/recruiting/jobs/All/b0ccf9fc-c11e-4ce1-bb54-075eb5c74c59/Minneapolis-College-of-Art-and-Design. Priority will be given to those who respond by March 25.

PRIMARY RESPONSIBILITIES:

• Administrative Support:
  • Provides daily and ongoing administrative support through administrative and financial processes.
  • Assists with or delegates administrative functions of the Academic Affairs office, including purchasing office materials for office co-workers, office organization, and implementing process improvements (digitally or manually).
  • Serves as the main point of contact regarding payment requests; processes payment requests for external and internal stakeholders, including invoices, check requests, purchases, reimbursements, petty cash, honorariums, faculty payments, and travel expenditures; assists with tracking payments/expenditures.
  • Shared responsibility to provide daily and ongoing Administrative support to the Academic Affairs office, department chairs and directors.
  • Administers records/document management and archiving
  • Compiles and administers faculty newsletter
  • Assists with events/meetings: room reservations, AV requests, catering, note taking, and transcribing.
  • Conducts research projects for Academic Affairs and other departments as assigned, including the annual AICAD data program comparison table as needed.
  • Assists Academic Affairs Associate Coordinator in ensuring accurate and timely distribution of faculty office cards each semester.
  • Orders gowns and hoods for Commencement for faculty and students.
  • Assists Student Affairs with commencement ceremony preparation and day-of support
  • Provides administrative support as needed for faculty searches.
• Visiting Artist Committee coordination including:
  • Schedules committee meetings with faculty members and note taking
  • Assists Chair of Visiting Artist Committee with administrative tasks as needed
  • Sets up submissions calendar and spreadsheet for committee members to submit their proposed Visiting Artists
  • Creates and coordinates with Communications/Webmaster to upload promotional materials and create events on MCAD intranet and MCAD.edu website
  • Collaborates with DesignWorks to create printed and online promotional materials for on-campus and broader community
  • Submits technology and AV requests with Media Center and coordinates auditorium reservations through Exhibition and Studio Services
  • Coordinates travel arrangements and itinerary with Visiting Artist Committee members and Visiting Artists
  • Creates agreements and requests required documents (domestic and international) to process reimbursements and honorariums
  • Coordinates with other departments for best accessibility practices for Visiting Artist events (e.g., closed-captioning, handicap accessibility, transcriptions)
• Other duties as assigned.
• Represents MCAD’s vision, purpose, and values in day to day work and interactions with MCAD students, staff, faculty, and campus guests, as well as the greater community.

EDUCATION & EXPERIENCE

• High School diploma or equivalent, required; 2-year AA degree in related area preferred.
• 1 or more years of administrative support experience preferred.
• Knowledge of office equipment and computer experience with Google suite, MSOffice suite and familiarity with Adobe suite required.
• Ability to work independently; attention to detail; handle multiple tasks and prioritize duties.
• Strong interpersonal, organizational and communications skills.
• Initiative; ability to learn quickly.
• Experience with a Higher Education environment is preferred.
• Strong problem solving skills and technical aptitude.
• Demonstrated ability to facilitate communication and collaborate across departments.

ENVIRONMENT: This position operates in a professional office environment. This position requires the ability and willingness to closely partner with team members and colleagues in other departments. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Upon request, reasonable accommodation will be provided to successfully perform the essential functions of this job.

BENEFITS: MCAD’s community of staff and faculty enjoy a dynamic, creative, and inclusive work environment. We offer a comprehensive benefits package which includes medical, dental, vision, HSA, FSA, and 403(b) retirement plans, commuter benefits, and employer paid basic life insurance policy, short term and long-term disability coverage.MCAD promotes work-life balance with a 35 hour work week, will receive 14 paid holidays, an additional two personal holidays, accrued vacation time, accrued sick time, and volunteer time off. In addition, after six months of service, full-time employees and their eligible dependents can receive free tuition at MCAD, as well as the potential to receive reduced tuition at more than 600 colleges nationwide.

BACKGROUND: Founded in 1886, Minneapolis College of Art and Design is located in the rich creative community of the Twin Cities. Recognized nationally and internationally for its innovative approaches to art and design education, MCAD is home to approximately 800 students from 45 states and 15 countries. The college offers bachelor’s degrees in fourteen disciplines including arts entrepreneurship, design, fine arts, and media arts; one MFA; three online master’s degrees; and continuing education classes for all ages. Through the core curriculum, students focus on their careers and craft by learning technical and professional skills while developing their creative leadership capabilities. MCAD is especially interested in candidates from under-represented groups as well as individuals who have experience with diverse populations who can contribute to the diversity and excellence of the MCAD community. MCAD welcomes diversity of identity, experience, and thought. Members of marginalized communities are encouraged to apply.