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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, monthly newsletter, 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 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 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.
GeneralÂ purpose:Â Provide critical administrative support to the Vice President for Academic Affairs and Provost.Â Â Provide effective support for the coordination and management of projects and initiatives associated with the Office of the Provost.Â Â Maintain and promote communications between the Provostâs Office and internal and external constituencies.Â
Major roleÂ functions:
Provide high level professional and confidential administrative support to theÂ Vice President for Academic Affairs and ProvostÂ for a diverse range of executive-level work
Manage and schedule theÂ VPAA/Provostâs calendar exercising high-level independent judgment in triaging requests and organizing all meeting appointments utilizingÂ VPAA/ProvostâsÂ time most effectively.
Maintain effective internal communication with Board members, Presidentâs Executive Committee 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 programs, as well as approvalÂ 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 including note-taking and file management 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,Â Â Provostâs Council, SEIU and faculty governance.Â
Assist with, organizes and develops annual events, including commencement, Constitution Day, Mixed Media lecture series & quarterly Full FacultyÂ Meetings, Provostâs Council, conferences, retreats, professional development workshops.
Manage and coordinate special projects and duties asÂ 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 Director of Budget and Contracts, coordinateÂ communications to all faculty, staff and students on behalf of the Provostâs office, including sabbatical notifications, faculty evaluations, monthly newsletter, meetings, etc.
Update the Faculty Handbook annually, including tracking voted updates and changes, proofing and publishing to the web.
Establish and maintain a schedule for documents needing VPAA/Provost approval andÂ signature
ManageÂ scheduling andÂ arrangementsÂ forÂ three annualÂ FullÂ FacultyÂ MeetingsÂ (August, January, and May).
Create and maintain slide presentations for meetings, committees, special presentations thatÂ include institutional committees, Full Faculty, Academic Affairs Committee of the Board, and Board of Trustees meetings, and prepare agendas and materials and handouts forÂ meetings, book meeting spaces, order catering and AV support.Â
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 andÂ accommodations for all undergraduate and graduate facultyÂ
Work closely with VPAA/Provost and other departments to ensure successfulÂ CommencementÂ includingÂ selecting nameÂ reader,Â facultyÂ marshals,Â notifyingÂ facultyÂ ofÂ schedule,Â AA/VP regalia ordering, and administer trustee award.Â
Manage selection process and details of Trustee Award for Excellence in Teaching including posting surveysÂ to students, tallying votes, organizing top nominees for Academic Affairs Committee of the Board for theirÂ nominee selections; notify Presidentâs office, communications and human resources of the Boards finalÂ vote.
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, andÂ reports
Record minutes in virtual or face-to-face meetings as assigned. Provost Council, AACB, SEIU, Governance.
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, and videoconferencing software.
Knowledge and experience calendaring for a high-volume VP
Knowledge and proficiency in Google mail, docs, calendar, sheets, forms, etc.Â
Ability to prioritize and balance multiple projects
Excellent interpersonal skills, organizational abilities, strong oral and written communication skills, strong collaborative orientation.Â
Ability to work independently, self-motivate, work unsupervised at times, perform under pressure, multitask, make department-appropriate decisions and take initiative when necessary.
Minimum 2 years of experience in office management, project coordination, event planning, customer service or related areas of organizational practice
Appreciation for higher education.
Administrative support experience
Experience with budget management and workflow
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:Â Administrative Assistant (part-time)
Excellent health benefits package
Generous annuity match
Access to a members-only college fitness center, exercise classes, and workshops
Plentiful number of paid personal days and paid campus holidays
A campus environment filled with ever-changing contemporary art
Availability of both all-gender and gendered bathrooms
Support for preferred pronouns
Paid professional development opportunities, including workshops, lectures, and study groups in a variety of topics including finance, equity, race and power, and digital technologies and communication
Opportunities to meet and connect with professional and aspiring artists, designers, curators, and interdisciplinary creators and educators â from the Baltimore community and beyond.
Possibility for flexible scheduling and occasional telework
Conditions of Employment:Â
Conditions: Satisfactory Background Check
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.