Administrative Coordinator

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Job Title: Administrative Coordinator

Department: Student Academic Success

FLSA Status: Non-exempt

Reports to: Director, Student Academic Success

Work Schedule: 35 hours/week; 12 months/year

Union: N/A

Grade Level: 4

Hourly Range: $20.22 - $24.73

General purpose: The Administrative Coordinator provides direct administrative support to the Director and the entire Student Academic Success team and is responsible for the smooth operation of the day-to-day activities of the unit. Specific responsibilities include but are not limited to organizing events supporting academic success, maintaining schedules/calendars, providing first-line coverage of the unit email inbox and phones, and coordinating with other College areas when necessary.

Summary of Essential Functions

• Work collaboratively with others within and outside of the Office of Student Academic Success to ensure the smooth operations of a fast-paced office.

• Provide excellent customer service in order to maintain a high level of professionalism at the College.

• Organize, maintain, and track calendars, schedules, meetings, travel, events, and special projects with accuracy and effectiveness.

• Handle office projects as assigned with initiative, independence, and sound judgment.

Essential Duties & Responsibilities:

• Serve as initial contact, greet visitors, and respond to telephone, email, and in-person requests for information

• Provide administrative support, including correspondence, answering phones, calendar management, filing, mailings, and meeting scheduling.

• Organize and coordinate academic success co-curricular programming logistics such as workshops and speaker series as assigned to serve various student populations.

• Collaborate with relevant campus departments or external partners to implement Academic Student Success events, initiatives, programs and services. 

• Assist in the coordination of student success programming, events, and meetings to build community and support all students: open studies, graduate, and undergraduate.

• Assist in onboarding academic success coaches, tutors, supplemental instruction leaders, student workers, and other staff.

• Train and provide work direction to work-study students, assigning duties and reviewing work for accuracy and completeness.

• Provide high-level customer service, including de-escalating emotionally charged situations and referring to other resources.

• Support students in understanding academic policies, temporary absences, withdrawal, academic concerns, dismissal, readmission, and other matters.

• Support leadership in program assessment through archiving, collecting, and consolidating relevant artifacts and data.

• Manage information on college-wide systems, keeping all student-related information relevant and updated.

• Assist with academic success software system(s) navigation and utilization.

• Coordinate inventory orders and office supplies, ensure good working order of office equipment, and initiate and follow up on department work orders.

• Oversee office mail operations, maintain mailing/label lists, and manage extensive files.

• Coordinate scheduling of external and internal meetings and conference room logistics (bookings, AV equipment, maintenance, food service requests, seating arrangements).

• Type, proofread, and distribute documents and administrative materials. Review and edit materials for completeness, accuracy, format, policy compliance, and appropriate English usage and grammar.

• Organize and maintain manual and electronic files, purging and archiving as appropriate.

• Make travel arrangements and process travel-related expenses, reimbursements, and department invoices.

• Communicate monthly updates about events or announcements to the student body.

• Assist with marketing Student Academic Success services and initiatives to inform faculty, staff, and students about available resources.

• Coordinate Student Academic Success social media communication.

• Develop, implement, and perform special projects and surveys.

• Monitor the progress of office projects and activities, ensuring compliance with timelines and requirements.

• Collaborate with academic departments, student life, registrar, and financial aid to meet academic success needs.

• Ensure the leadership team is routinely communicating and meeting with tutoring, academic advising, and academic success coaches.

• Perform other related duties as assigned.

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 environment

• Detail-oriented and have a proven track record of successful project management and ability to meet strict deadlines

• Professional telephone etiquette and customer service skills

• Thorough 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. Able 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 skills

• Ability to work independently, perform under pressure, and take initiative when necessary

• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), and other electronic platforms

Minimum qualifications:

• Associate’s Degree

• 2 years experience in administrative/office support, project coordination, customer service or related field

Preferred Qualifications:

• Experience in higher education and/or arts administration

• Appreciation for Artists and Arts

Reporting to this position: No direct reports, may provide supervision to student employees.

Conditions of Employment:

• Satisfactory Background Check

• Required to work some nights and weekends

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 (amt) 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. (may be adjusted depending on position)

• 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, moderate, or high).

•  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.