Welcome to the official site for employment opportunities at MICA.  At MICA, we value diversity and empower our employees to use their talent in a variety of ways. We are pleased that you are interested in career opportunities offered at MICA.

Job Title:  Administrative Coordinator

Department:  People, Belonging & Culture

Division: People, Belonging & Culture

FLSA Status: Non-exempt

Reports to:  Director, People, Belonging & Culture  

Work Schedule:  Part-time, 20 hours per week; Must work in-person on campus

Grade: 4

Union: NA

CONFIDENTIAL EMPLOYEE

General Purpose: The Administrative Coordinator provides administrative support to and assists with the daily activities and projects of the People, Belonging & Culture (PB&C) staff to ensure a professional and efficient operation. This hands-on position provides direct support for an increasingly diverse college community utilizing excellent customer service skills. 

The Administrative Coordinator serves as an information resource for employees, students, and visitors, collaborating with other PB&C staff to ensure accurate and timely completion and maintenance of employee records. Serves as PB&C’s first point of contact for guests and visitors.  Maintains and fosters a warm and welcoming environment within the PB&C suite.

Pay Range: $20.22 - $24.73 per hour

Essential Duties & Responsibilities: 

Administrative Support: 50%

• Assure equity, inclusion, access, and anti-racism as central to their work and the delivery of services to faculty, staff, and students.

• Supports the Vice President in the maintenance of the department finances. Activities include copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses.

• Oversees the department’s main telephone and email accounts, handling inquiries or directing emails or calls to the appropriate area.

• Verifies I-9 forms for new faculty, staff, and student employees, utilizing E-Verify, entering data and coordinating logistics, as needed. 

• Organizes, files, maintains, and destroys records according to established procedures. Scans employment forms to the appropriate employee’s electronic file. 

• Responds to basic Workday questions providing training as needed (e.g., how to clock in and out, submit a requisition, etc.).

• Coordinates Staff Awards (e.g., anniversary) and other special awards for the college. 

• Responds to reference checks, employment verification, and unemployment requests in a timely manner.

• Supports Student Employment with recruitment and onboarding processes and data entry. 

• Assists department by creating and organizing files, both electronic and paper files. 

• Receive and process CJIS background check results

• Initiating agendas and completing minutes for PB&C Team meetings.

• Plays active role in organization and execution of New Hire Orientation.

• Works independently and within a team on special nonrecurring and ongoing projects. Serves as project lead for special projects, such as the annual Staff Awards, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.

• Maintain and update employment legal posters throughout the MICA campus.

• Submitting requests for the annual MVR background check.

• Schedules meetings and coordinates relevant logistics. Schedules and organizes complex activities such as committee meetings, travel, conferences, and department activities.

• Makes photocopies; mails, scans, and emails documents; and performs other clerical functions. Opens and organizes mail on behalf of PB&C.

• Edits, publishes, maintains, and archives departmental newsletter, PB&C social media accounts and website pages. 

• Types and designs general correspondences, memos, emails, charts, tables, graphs, visual presentations, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

• Process business card requests for the MICA community.

• Completes Badging paperwork.

• Work independently and with PB&C team members on special projects, which may include employee morale events, disseminating critical information, coordinating mailing campaigns, staff awards, etc.

• Provides other administrative support to PB&C including special projects such as open enrollment and mass mailings.

Office Management: 30%

• Greets and assists all PB&C Department visitors and provides a professional, warm, and welcoming reception area. Directs to appropriate resources, takes messages, or fields/answers all routine and non-routine questions. 

• Ensures that the office area is clean and presentable by coordinating with Building Services and Facilities Maintenance.

• Facilitates the maintenance of office equipment, including the copier, fax machine, computer equipment, etc.

• Purchases office supplies and furniture, office equipment, etc., for the department in accordance with MICA’s purchasing policies, procedures, and budget.

• Responsible for setting up PB&C meetings, gathering lunch orders & pick up/delivery of orders.

• Coordinates overall administrative activities for the department.

• Maintains high standards of confidentiality of all employee records and information.

New Hire Orientation & Onboarding: 15%

• Assist in the new hire onboarding process, to provide new hires with a professional and smooth experience.

• Tasks include submitting candidates for background checks, MVR, physical exams, I-9 verification and other new hire paperwork requirements.

• May also include greeting, escorting, and interacting with new hires, as needed.

• Assist in the administration of training for new hires, visitors, and subcontractors, when requested.

• Complete Badging paperwork. 

Other: 5% 

• Collaborates with other PB&C team members to address organizational needs and participates in a variety of projects on HR-related programs and practices.

• Ensures consistency of communication and collaboration in a small yet complex environment.

• Maintains an active network of other Human Resource professionals.

• Seeks and participates in professional development activities.

• Other duties and responsibilities as assigned or needed.

Knowledge, Skills, and Abilities: 

• Demonstrated commitment to ethical practices and maintaining confidentiality. 

• Excellent communication (written, verbal and presentation) skills. 

• Excellent analytical and problem-solving skills; ability to synthesize complex or diverse information.

• Ability to work independently and handle multiple priorities with minimal supervision.

• Impeccable organizational (time, task, project management) skills.

• Strong interpersonal skills with ability to develop and maintain collegial relationships.  Must be flexible, collaborative and have a positive attitude.

• Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, PowerPoint, Publisher, Photoshop or GIMP, WordPress).

• Willingness and ability to learn additional applications as needed.

• Ability and willingness to occasionally work weekends, evenings, and other non-traditional schedules.

• Demonstrated commitment to practices in equity, inclusion, access, and anti-racism and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.

Minimum qualifications: 

• High school graduate or GED equivalent required.

• 3+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment.

• Experience working within a complex office environment with frequently shifting tasks, and priorities and often with frequent interruptions.

• Experience working with multiple constituencies in sometimes difficult and stressful situations.

• Experience that demonstrates the highest personal levels of uncompromising integrity, honesty, and discretion.

• Must possess a record of service that demonstrates concern for the well-being of others.  

• Experience with WorkDay

Preferred Qualifications:

• Associates or bachelor’s degree in HR, Organizational Development, business, or other closely related field.  

• 5+ years experience in a professional office setting providing administrative support or office management, preferably in a higher education environment. 

• Experience with publishing software and web publishing tools such as WordPress and social media platforms.

Reporting to this position: No direct reports

Conditions of Employment: 

• Conditions: Satisfactory background Check

• Provide proof COVID-19 and booster vaccinations

• Annual flu vaccination 

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.