28 days old

Administrative Coordinator - Academic Affairs

Kansas City Art Institute
Kansas City, MO 64111
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  • Job Code
    200840159

POSITION TITLE: Administrative Coordinator - Academic Affairs

DIVISION Academic Affairs

DEPARTMENT: Academic Affairs

REPORTS TO: Executive Vice President for Academic Affairs

CATEGORY: Exempt

DATE: January 2023

Our Mission: Preparing gifted students to transform the world creatively through art and design.

Our Vision: To be an innovative leader in art and design education.

NARRATIVE GENERAL DESCRIPTION

This position performs administrative duties and project coordination in support of the Executive Vice President for Academic Affairs (EVPAA). This position requires keen attention to detail and the ability to effectively manage multiple complex processes at once. The successful employee will develop strong working relationships with internal and external constituents and provide excellent customer service to a broad range of individuals to ensure the timely and efficient completion of projects.

ESSENTIAL FUNCTIONAL RESPONSIBILITIES

Administrative:

  1. Maintain efficient daily operations of the office and manage the EVPAAs calendar: schedule meetings and appointments for the EVPAA, handle correspondence and telephone communication, processing mail, and other necessary duties
  2. Ensure the timely implementation of academic processes in accordance with published policies (manage timelines, correspondence, collection of required documentation, and process reports for the EVPAA)
  3. Assist in processing current full- and part-time faculty contracts, maintain files and answer general questions that arise
  4. Provide backup support to the department assistants and departments as needed
  5. Process and track expenses for the office of academic affairs.
  6. Assist in developing progress reports for EVPAA to present to Cabinet, the Board of Trustees (BOT), and others as requested
  7. Coordinate, attend, and take notes at various meetings, including Chairs Council and Faculty Assembly meetings
  8. Coordinate activities with, projects for, and serve as backup to the Executive Assistant of the Nerman Family President and other administrative assistants as needed.
  9. Assist in the preparation of materials and logistics for multiple meetings
  10. Attend meetings as requested by EVPAA to become familiar with project scopes, schedules, and responsibilities
  11. Assist in monitoring project details to ensure communication and coordination with correct constituents
  12. Responsible for maintaining and ordering supplies for the EVPAA

General

  1. Maintain strict confidentiality on all information in the departments and divisions as appropriate
  2. Interact and maintain relationships with internal and external contacts including, but not limited to, full-time and part-time faculty, department chairs, academic support staff, cabinet members, and administrative staff.
  3. Maintain a pleasant, courteous, welcoming, and service-oriented attitude toward all patrons
  4. Make appointments, receive visitors, answer, screen and take detailed messages
  5. Obtain all required supporting documentation and authorizing signatures to validate actions of the EVPAA when required, maintain various files and records according to current policies
  6. Provide any known and necessary information to the EVPAA that may impact any/all decisions
  7. Interact and maintain relationships with internal and external contacts including, but not limited to, full-time and part-time faculty, department chairs, academic support staff, cabinet members, and administrative staff.
  8. Other duties relevant to the role as assigned

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

  • Strong attention to detail, accuracy, and thoroughness
  • Advanced knowledge and experience with current computer equipment and programs being used by the division. Including, but not limited to:
    1. Microsoft Office Suite products (including Word, Excel, and PowerPoint)
    2. Experience with Google (Gmail, calendar, Google docs, etc.)
  • Strong organizational skills with ability to learn quickly
  • Ability to speak, write and communicate clearly to accurately convey information in person or by phone
  • Ability to manage multiple priorities with concurrent deadlines and to plan and prioritize work activities and use time efficiently, including responding to emails and requests in a timely manner
  • Ability to work in a busy office environment and shift priorities as required
  • Must be flexible to the work schedule to meet occasional demands of peak workloads
  • Must assume appropriate level of responsibility, take initiative, and maintain a professional appearance
  • Ability to self-motivate, function autonomously with minimum supervision, to begin projects independently, to maintain calm during stressful situations, and to exercise sound judgment in non-routine situations
  • Ability to resolve conflicts in a constructive manner
  • Interface and maintain liaison with project management, stakeholders, contractors, and other relevant constituents on project administrative activities

REQUIRED/PREFERRED EDUCATION AND EXPERIENCE

  • Associate degree required
  • Minimum of five years office administration experience in support of an executive level administrative operation in a highly detailed environment
  • Supervisory experience and prior work experience in higher education environment is preferred
  • Familiarity with the fundamentals of project management

Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institutes Human Resource Administrator at hr@kcai.edu .

EOE/AA: Minorities/Females/Disabled/Vets





PI200840159

Posted: 2023-01-06 Expires: 2023-02-07

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Administrative Coordinator - Academic Affairs

Kansas City Art Institute
Kansas City, MO 64111

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