Administrative Coordinator, Graduate Programs - Sam Fox School
Washington University in St. Louis
Location: St. Louis, Missouri
Internal Number: JR77372
Coordinates office functions, programs and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision.
Primary Duties and Responsibilities
Serves as point of contact for the MFA-Art and MFA-IVC programs for schools, academic centers and programs on campus, as well as students and faculty.
Provides high level support to the program chairs, including external and internal communication, managing admissions review processes to uphold accreditation standards and student criteria and documentation in collaboration with the registrarâ™s office.
Prepares meeting itineraries, schedules for programs, studio visit schedules, forms, weekly reminders, announcements, and surveys along with correspondence, letters, memos, reports and spreadsheets spreadsheets related to the graduate programs.
Serves students on-site in Weil Hall for questions, administrativeÂ assistance or urgent concerns.
Schedules MFA-Art and MFA-IVC program-related meetings for faculty committees and students, including probationary hearings, student interviews, end of semester and external reviews, etc.
Maintains confidential files and materials; tracks and collects critical academic forms and graduate thesis committee forms.
Manages academic calendar for MFA-VA and MFA-IVC programs.
Provides logistical and administrative support to program visitors, such as travel and housing arrangements, when necessary.
Manages studio use. Assigns studio spaces to students; serves as student point of connection for studio issues and incident reporting, studio policy, facilities, room reservations, and temporary studio use. Manages move in, move out and clean up.
Oversees student sign-up sheets and tracks attendance for programs, meetings, and trainings.
Collaborates with the office managers to procure room reservations for workshops, meetings, and courses.
Interfaces regularly with students to help access well-being, material, and mental needs and provide resources. Alerts chair to any unresolved studio issues or concerns.Â
Serves as Graduate Art Organization student group staff point-of-contact; coordinates with group to manage budget, plan events, trains and orients group on university policies (alcohol policy, event policy, visitor policy, etc.)
Provides weekly reports to chairs and director.
Assists in the management of accreditation reviews.
Program Events, Special Programs, and Communications
Schedules and coordinates MFA program special events, including Orientation, Open House, Open Studios, the annual MFA spring trip, The Berlin Study Abroad Program, portfolio reviews, and final reviews; Acts as school liaison for student trips as needed.
Coordinates with the facilities staff to implement student trainings for labs, woodshops, and fabrication shops.
Works with Chair on coordination of first- and second-year MFA-IVC exhibitions: making gallery reservations, ordering food, coordinating guest reviewers, publicity and follow up.
Works with VA Chair on coordination of first year exhibition managing lease, ordering food, coordinating guest reviewers, publicity and follow-up.
Works with VA Chair coordinating 2nd year exhibition with Kemper.
Works with the Director, Chair, and the Director of Communications to provide relevant materials for publication for both the print and web; edits and reviews program materials as needed in partnership with Communications.
Communicates with invited visiting lecturers including letter of invitation, travel and hotel arrangements, etc. Secures venue for lectures and alerts Communication Office of events needing advertising.
Edits both MFA webpages and program handbooks as needed.
Manages studio visits for Freund Teaching Fellow and Burson lecturer and other visiting lecturers.
Produces student-oriented communications for program about meetings, guest critics, lectures, move-in/move-out, and other events and information.
Orders food for special events, student programs, committees, and meetings.
Acts as liaison for program at various university groups.
Collaborates with school registrar to update student data base; assists program in adhering to FERPA regulations by attending trainings.
Manages office files and inventory.
Manages and tracks MFA-VA and IVC budgets on a weekly basis keeping chairs apprised of available funds.
Processes reimbursements, honoraria, travel expense reports, purchase orders and Pro Card transactions in coordination with the Finance Office.
Coordinates with Student Financial Services Office concerning MFA-Art and MFA-IVC student payroll, hiring process and payroll approval and deadlines.
Manages and tracks money awarded to students through the Student Production Grant programs and other MFA-specific awards. Coordinates with the Finance Office to ensure funds are spent according to the Internal Controls.
Processes Graduate Art Organization expenditures.
Recruitment and Admissions
Functions as admissions coordinator for the College of Art.
Collaborates with recruitment and admissions team under direction of the Associate Dean of Students.
In partnership with the recruitment team, creates and helps manage recruitment calendar and plans associated events for Graduate School of Art recruitment.
Organizes recruitment open house including venue rental, catering, hotel reservations, schedule planning, etc.
Communicates with current students to better understand trends, motivations, and key messages for prospective students.
Processes and tracks graduate application materials using Slideroom and Slate; oversees the processing of graduate admissions materials, including data collection and entry into the graduate database.
Reports admission data to chairs, Director of the College of Art, and university-wide Admissions offices; collaborates with Program Chairs to assist in collecting and uploading university fellowship and scholarship application materials.
Reads admissions files carefully to determine if prerequisites are met.
Coordinates adjudication process including organizing faculty and student committees, review dates, review materials, and scheduling applicant interviews.
With Communication Office, helps organize recruitment mailings and communication materials.
Tracks yield materials including deposits and acceptance forms with weekly reports to Chairs, Director and Associate Dean of Finance.
Assists Registrarâ™s Office in collection of official documents including official transcripts and letters of reference.
Processes I-20 Visa paperwork for international student applications.
Performs Other Duties as Assigned.
Masters of Fine Arts degree in art or design.
Prior experience providing high-level administrative or program support in higher education.
Knowledge of Washington University systems.
Knowledge of the visual arts.
Experience managing confidential student records and databases.
Ability to work autonomously and make well informed, independent decisions.
Detail oriented and self-motivated with the ability to set priorities.
Ability to meet university-required deadlines, including accounting and payroll.
Excellent written and oral English communication skills; demonstrated competence in writing.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Strong problem-solving skills and demonstrated ability to exercise tact, discretion, sensitivity and good judgment, especially when handling confidential information.
Strong team-building skills; excellent interpersonal skills, including ability to work with a wide variety of people internally and externally.
Ability to work successfully in a student-centered academic environment.
Proficiency in Microsoft Office Suite (MAC or PC).
High school diploma or equivalent high school certification.
Three years of relevant experience.
$20.76 - $32.21 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
If you are unable to use our online application system and would like an accommodation, please emailÂ CandidateQuestions@wustl.eduÂ or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.