General purpose: Provide administrative support to the Vice President of Operations and Finance and COO.
Essential Duties & Responsibilities: • Complete a broad variety of administrative tasks for the COO including: managing an extremely active calendar, following up on meeting requests and phone calls, composing and preparing correspondence, agendas, and materials for internal and external meetings • Answer and screen phone calls. Direct calls to appropriate parties or take messages
Coordinate Meetings • Manage complex Vice President’s calendar and coordinate internal & external meetings. • Schedule, prepare agendas, book board room, and order food for Board Committee meetings • Provide parking passes, directions, meeting detail to visitors and greet them upon their arrival. • Take minutes for Board Committee meetings, including the Audit, Finance, and Investment Committees. • Take notes for other meetings as necessary • Draft and write correspondence, prepare documents • Prepare invoices, reports, agendas, memos, letters, financial statements and other documents, using Word, Excel, or PowerPoint • Create various graphic materials as needed using PowerPoint and Constant Contact
Financial Responsibilities • Assist with management of investments – filing, provide information to auditors, compile subscription agreements, capital calls, mutual fund trades, and maintain investment record • Assist in administration of the corporate credit card program. Maintain a corporate credit card for use by departments within division; track receipts, coding, and submit timely expense report for all charges. Compile Vice President’s corporate credit card and reimbursement expense reports • Assist with preparation of vendor checks and student account checks • Submit all wire transfers, including domestic and international wires and assist other departments with preparation of wire transfers; keep accurate record of wire transfers
Office Management • Responsible for overall office management – office equipment, maintenance requests, key requests, campus tech requests, troubleshoot equipment problems, coordinate departmental staff meetings and events/holiday party • Open, sort, distribute correspondence, emails, and faxes • Maintain filing system; organize and keep track of important documents • Order all office supplies for department; organize and keep department supply room • Order supplies for shared kitchen; work with other administrative staff on floor to ensure kitchen is clean and any issues addressed • Processes leave requests for Vice President’s direct reports • Performs other duties as required
Knowledge, Skills and Abilities: • Knowledge of: Google Apps, Microsoft Office and other Windows based software, with a thorough knowledge of Excel required • Skills: Communication Proficiency, Time Management, Collaboration Skills, Personal Effectiveness/Credibility, Flexibility, Technical Capacity, Stress Management/Composure • Ability to: prioritize and handle a multitude of tasks in a fast-paced confidential environment
Minimum qualifications: • Education: Bachelor’s degree or equivalent degree • Experience: Relevant experience providing administrative support and/or office management experience • Proven experience with complex calendaring • Excellent written communication skills, including proper grammar and professional writing • Excellent verbal communication skills and ability to interact with a diverse range of internal and external associates, board members, and contacts in the community • Must be self-motivated and possess exceptional organizational skills with a keen sense of attention to detail and accuracy
Preferred Qualifications: • Experience working in Higher Education
Reporting to this position: No direct reports.
Conditions of Employment: • Will be required to occasionally work evenings and weekends • Conditions: Satisfactory Background Check
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.