Program Coordinator

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Job Title: Program Coordinator
Department: Academic Affairs
Division: Academic Affairs
FLSA Status: Non-Exempt
Grade: 4

Hourly Range: $20.22 - $24.73
Union: SEIU Local 500
Reports to: Director of Administrative Services

General purpose: The Program Coordinator serves as the primary administrative and operational resource within a department or school. This position coordinates the administrative financial operational and logistical functions that support academic programs faculty students and departmental leadership.

Acting as an administrative partner to Department Chairs Directors Deans and the Provosts Office the Program Coordinator manages departmental operations anticipates needs and ensures the smooth execution of daily activities allowing academic leadership to focus on curriculum faculty development strategic initiatives and student success.

The Program Coordinator coordinates multiple complex projects simultaneously and serves as the central point of communication among faculty students and campus partners.

Essential Duties & Responsibilities:

• Provide comprehensive administrative support to Department Chairs Assistant Chairs Directors and faculty including meeting coordination calendar management syllabus collection and departmental communications.

• Serve as the departments primary resource for faculty regarding institutional systems including Workday Canvas Google Workspace and other administrative platforms.

• Serve as the primary administrative liaison between the department and campus administrative offices including Human Resources Finance Registrar Facilities Technology Systems and Services Academic Affairs Student Affairs Enrollment Management etc.

• Serve as the primary point of contact for prospective students visitors and external partners by responding to inquiries coordinating departmental tours and providing referrals.

• Establish improve and document departmental administrative procedures to enhance operational efficiency.

• Coordinate departmental calendars recurring meetings agendas and meeting materials.

• Prepare reports correspondence presentations and other administrative documents for department leadership.

• Maintain confidential personnel financial and student records in accordance with institutional policies.

• Exercise independent judgment in prioritizing assignments resolving administrative issues and recommending process improvements.

• Coordinate faculty office assignments workspace requests mailbox assignments key requests and classroom scheduling changes through 25Live.

• Coordinate onboarding activities for new full-time and part-time faculty in partnership with Human Resources and Technology.

• Coordinate faculty recruitment logistics including interview scheduling campus visits travel arrangements reimbursements and hiring documentation.

• Collaborate with other Program Coordinators Department Chairs Assistant Chairs Directors and faculty to coordinate all aspects of artists model scheduling and assignments across academic programs. Manage scheduling logistics communicate with models and faculty resolve scheduling conflicts monitor hours and budget allocations and maintain accurate records to ensure equitable efficient and uninterrupted support for instructional activities.

• Supervise student employees by assigning work monitoring performance approving timesheets.

• Serve as the departments Workday functional user for purchasing finance and administrative transactions and serve as the departments PCard holder.

• Process purchase requisitions expense reports PCard reconciliations supplier invoices reimbursements and other financial transactions ensuring transactions comply with institutional policies and established financial procedures.

• Monitor departmental budgets and expenditures maintain financial records and provide budget information to department leadership.

• Coordinate procurement of office supplies instructional materials equipment catering and specialized academic resources.

• Coordinate maintenance requests technology support requests and facility improvements with appropriate campus departments and serve as the primary liaison for facility issues to ensure timely resolution of maintenance cleaning safety and operational concerns.

• Assist Chairs and Directors with course scheduling by coordinating faculty availability course substitutions and scheduling adjustments.

• Coordinate all logistics for visiting artists lecturers guest critics and guest speakers including contracts travel lodging honoraria itineraries and event scheduling.

• Maintain departmental academic records including curriculum documentation syllabi assessment materials accreditation documentation and archival records.

• Coordinate departmental events including exhibitions critiques open houses lectures receptions field trips and special programs.

• Manage event logistics including space reservations catering audiovisual support transportation and vendor coordination.

• Maintain departmental websites social media platforms digital signage and other communication channels to ensure accurate and current information.

• Coordinate submissions for institutional communications including the MICA Minute campus calendar and mobile application.

• Maintain and distribute information regarding student resources including academic support accessibility services health and wellness advising tutoring library services and career development.

• Collaborate with Career Development Advancement and Marketing and Communications to highlight internship opportunities alumni achievements student accomplishments and departmental initiatives.

• Perform other duties as assigned.

• Excellent organizational and project management skills.

• Ability to independently prioritize competing responsibilities while meeting deadlines.

• Strong written and verbal communication skills.

• Exceptional customer service and interpersonal skills.

• Ability to exercise discretion and maintain confidentiality.

• Strong attention to detail and commitment to accuracy.

• Demonstrated ability to coordinate multiple complex projects simultaneously.

• Ability to build collaborative relationships with faculty staff students and external partners.

• Ability to identify operational challenges and recommend practical solutions.

• Financial aptitude including budget monitoring purchasing and reconciliation.

• Ability to work independently while contributing effectively to a collaborative team environment.

• Proficient to advanced skills in Workday 25Live Microsoft 365 Google Workspace apps the MICA App LMS Canvas BigTree PeopleSoft and social media platforms.

• High-level verbal and written communication skills for interfacing with both internal campus partners and external guests.

• Ability to anticipate departmental needs and initiate work independently.

Minimum Qualifications:

• Education: Associates degree.

• Experience: Two years of experience providing administrative customer/client services support internally and externally in a complex environment.

• Experience supporting multiple leaders while managing competing priorities.

• Experience with financial administration purchasing and budget monitoring.

• Demonstrated proficiency with Microsoft Office Suite and Google Workspace.

• Experience learning and using enterprise systems such as Workday or comparable ERP systems.

Preferred Qualifications:

• Experience working in higher education nonprofit or other mission-driven environment.

• Experience in art and design or interdisciplinary creative environments.

• Experience with industry partnerships sponsored projects or creative entrepreneurship initiatives.

• Experience with enrollment strategy program innovation or workforce-aligned academic development.

Reporting to this position: Student Employees

Conditions of Employment:

• Satisfactory background check

Physical demands and work environment:

• 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 moderate to high.

• Required training: Exhibitions Department Installation Guide and Policy handbook MICA 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 .