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The Executive Assistant to the Provost (EAP) reports to the VPAA/Provost and provides core administrative and project management support for the VPAA/Provost and the Provostâs Office. The EAP manages and facilitates the calendars, meeting schedules, office budget, communications, events, and special projects associated with the Office of the VPAA/Provost including the College Committees that are chaired by the VPAA/Provost and the Academic Affairs Committee of the Board of Trustees.Â The EAP works collaboratively with the staff in the Provostâs and Presidentâs Offices and across the College to support the management and coordination of Academic Affairs projects and initiatives and serves as liaison between the Provostâs Office and external agencies. The EAP provides specialized advice, demonstrates careful judgement and a high level of discretion, coordinates and manages projects and meetings, including providing executive level meeting notes and support as appropriate.Â The Executive Assistant to the Provost works effectively and collaboratively with other professional staff, faculty, administration and Board Committees while performing the duties and responsibilities of this position.
General purpose: Provide critical administrative support to the Vice President for Academic Affairs and Provost.Â Provide effective support for the coordination and management of projects and initiatives associated with the Office of the Provost.Â Maintain and promote communications between the Provostâs Office and internal and external constituencies.
Major role functions:
Provide high level professional and confidential administrative support to the Vice President for Academic Affairs and Provost for a diverse range of executive-level work
Manage and Schedule the VPAA/Provostâs calendar exercising high level independent judgement in triaging requests and organizing all meeting appointments utilizing VPAA/Provostâs time most effectively.
Maintain effective internal communication with Board members, Presidentâs Executive members, Provostâs Council members, deans, department chairs, directors, staff, faculty, students, as well as external stakeholders and constituencies.
Support the Governance Committee and the SEIU Labor-Management Collaboration Committee, including meeting scheduling, the management of the Faculty Handbook, and research and coordination of projects associated with the ongoing work of these bodies.
Oversee day-to-day budgets for Provostâs Office, including Lucas Funds, Mixed Media, and the International artist residency program, as well as approval of other office and campus expenses that are part of the Provostâs Office budget.
Reflect, articulate, uphold and promote the mission, vision, core values and priorities of the college.
Provide administrative support for committee meetings, task forces, and other events and activities associated with the Office of the Provost, including the meetings of the Academic Affairs Committee of the Board, Provostâs Council, SEIU and faculty governance.
Assist with, organizes and develops annual events, including commencement, Constitution Day, Mixed Media lecture series & quarterly Full Faculty Meetings, Provostâs Council, conferences, retreats, professional development workshops.
Manage and coordinate special projects and duties as assigned
Manage the calendar and support the portfolio of the VPAA/Provost
Supervise part-time Administrative Assistant (AA), collaborate with, assign tasks to, manage for and delegate work to AA
In consultation with the Budget and Contract Manager, coordinate communications to all faculty, staff and students on behalf of the Provostâs office, including sabbatical notifications, faculty evaluations, news, meetings, etc.
Update the Faculty Handbook annually, including tracking voted updates and changes, proofing and publishing to the web.
Update/edit/create Academic Affairs faculty resource pages on MICA Website, includes faculty employee related information, grant information, shared documents, handbook, institutional committee assignments, salary scale, syllabus guidelines, new faculty bios, search guidelines, sabbatical list, professional step guidelines.
Establish and maintain a schedule for documents needing VPAA/Provost approval and signature
Manage scheduling and arrangements for three annual Full Faculty Meetings (August, January, and May).
Create and maintain PowerPoint presentations for meetings, committees, special presentations that include institutional committees, Full Faculty, Academic Affairs Committee of the Board, and Board of Trustees meetings, and prepare agendas and materials and handouts for meetings, book meeting spaces, order catering and AV support.
Process invoices and purchase orders for items needing Provost approval or use of Academic Affairs budgets
Approve departmental expense reimbursement for Visiting Artists/Faculty travel and accommodations for all undergraduate and graduate faculty
Work closely with VPAA/Provost and other departments to ensure successful Commencement including selecting name reader, faculty marshals, notifying faculty of schedule, VP regalia ordering, and administer trustee award.
Manage selection process and details of Trustee Award for Excellence in Teaching including posting survey to students, tallying votes, organizing top nominees for Academic Affairs Committee of the Board for their nominee selections; notify Presidents office, communications and human resources of the Boards final vote.
Draft and format correspondence for VP such as contract renewal & evaluation, sabbaticals, reference letters, general letters, finalized and approved meeting minute distribution.
Set yearly schedule of faculty and staff meetings for standing and Ad Hoc Committees chaired by the VPAA/Provost.
In coordination with Academic Affairs Staff, manage electronic and hard copy records management systems and file, retrieve documents, records, and reports
Minute meetings as assigned. Provost Council, AACB, SEIU, Governance.
Work closely with VPAA/Provost and other departments to ensure successful spring/winter Commencement including selecting name reader, faculty marshals, notifying faculty of schedule, oversee AA regalia ordering,
Create, implement, organize google folders and documents for Provostâs office
Other duties as assigned
Knowledge, Skills, and Abilities:
Knowledge and proficiency in electronic scheduling, MS Office Suite. Google Suite.
Knowledge and experience calendaring for a high volume VP
Knowledge and proficiency in google mail, docs, calendar, sheets, forms etc.
Ability to prioritize and balance multiple projects
Excellent interpersonal skills, organizational abilities, strong oral and written communication skills, strong collaborative orientation.
Ability to work independently, self-motivate, work unsupervised at time, perform under pressure, multi task, make department appropriate decisions and take initiative when necessary.
Demonstrated years experience in office management, project coordination, event planning, customer service or related areas of organizational practice.
Appreciation for higher education.
Administrative support experience
Knowledge and appreciation of the arts
Higher Education experience
High level of facility with digital communication, workplace technologies, and database applications
Reporting to this position: Administrative Assistant (part-time)
Conditions of Employment:
Successful 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 (15) 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).
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: R809
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.