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 Provost's 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 department's 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 department's Workday functional user for purchasing, finance, and administrative transactions and serve as the department's 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.

Knowledge, Skills, and Abilities:

• 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: Associate's 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 410-225-2363.