General purpose: Provide administrative support for the Director of Counseling Center and Fitness Center Manager, exercising independent judgment within set-policies, providing positive and caring customer service, and maintain effective communication within the Centers and the larger division of Student Affairs
Summary of Essential Functions: • 60% of duties support Counseling Center, 20% of duties support the Fitness Center Manager, 20% of duties support the Division of Student Affairs (during summer months) • Receptionist and Administrative support duties, which include budgeting and PeopleSoft database skills • Work closely with staff, students and parents within the missions of the Counseling and Fitness Centers. • Maintain confidentiality of all privileged communications within the Counseling Center • Provide short-term assistance and coverage to other offices in the Division of Student Affairs during the summer, including Residence Life, Student Activities, and the Career Center
Essential Duties & Responsibilities: • Serve as the “first contact” for the Counseling Center by greeting students, parents, staff and faculty and by phone and email • Communicate in a positive and supportive manner with students in times of crisis • Provide problem-solving assistance for students, faculty and parents • Answering and responding to departmental email • Maintain the confidentiality of privileged communications • Provide daily support for the overall functions of the Counseling Center • Provide daily support and calendar scheduling for the Counseling Center • Manage communications with Academic Advisers, the Office of the Dean of Students and the MICA Student Health Center • Manage time sheets for student workers of the Fitness Center • Prepare contracts for instructors teaching Fitness Center classes • Coordinate schedules for the Fitness Center’s group class and conference rooms • Maintain multiple day-to-day functions of the office including answering the phone, filing, copying, submitting maintenance requests and mailings • Maintain office and departmental supplies through purchase orders and online ordering system • Follow up and track repair needs and deep-cleaning schedules for Fitness Center spaces (such as changing/shower rooms) and machines. • Maintain a record of budget charges, AMEX activity and reimbursement expenses • Provide technology and database support • Assist in projects assigned by the Director and staff of the Counseling Center, as well as the Fitness Center Manager • Proof-reading and editing of documents • Coordinate travel arrangements • During summer months, coordinate summer-specific projects and provide support for the summer conference program • Perform other related duties as assigned
Knowledge, Skills, and Abilities: • Knowledge of: Microsoft Outlook, Access, Excel, Word, PowerPoint • Knowledge of: Adobe InDesign • Knowledge of: database systems and scheduling software • Skills: interpersonal, organizational, and oral and written communication skills • Skills: attention to detail • Ability to: approach a busy workload with flexibility and the capacity to multi-task and make decisions • Ability to: work independently, perform under pressure, and take initiative when necessary
Preferred Qualifications: • PeopleSoft database and/or Resource 25 • Willing to learn Titanium Scheduling software specific to college counseling centers with an ability to run reports • Familiarity with updating websites • Experience with budgets and financial information • Familiarity with the arts and non-profit organizations
Reporting to this position: no direct reports Conditions of Employment: • Conditions: 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.