SUMMARY OF RESPONSIBILITIES

The incumbent will provide a wide range of basic to complex administrative support, which includes highly sensitive office management and administrative support to the IAIA MFA Creative Writing (CW) Director and IAIA MFACW program. The incumbent will support the MFACW Director by performing routine administrative responsibilities and help coordinate paperwork and planning for MFACW mentors and student. The incumbent may serve on IAIA committees as assigned and supports the mission, vision, and core values of IAIA. 

ESSENTIAL POSITION FUNCTIONS

• Perform a wide range of administrative and clerical functions, and which include, but are not limited to the following responsibilities:
• Assist admissions and MFACW Director in responding to program and policy inquiries 
• Prepare graduate school applications for admissions committee review
• Maintain MFACW Program calendar
• Assist admissions and MFACW Director in developing and disseminating recruitment materials
• Assist in researching requirements for international students
• Help in coordinating teaching resources with adjuncts and mentors
• Help maintain database of professional development resources for students
• Coordinate and deliver Student and Mentor Evaluation and reporting
• Create and update the semester course schedule
• Prepare Course Action Requests (CAR), register students for residency and mentorships
• Prepare Mentor Personnel Action Requests (PAR)
• Assist in Mentor orientation
• Create and distribute MFACW meeting, in-service and retreat agendas/ schedules
• Interact with IAIA’s various departments to set meetings and follow-up
• Assist the MFACW Director in developing and accounting of the MFACW budget 
• Assist the MFACW Director in identifying, securing and maintaining grants/tracking student scholarships 
• Maintain all official institutional documents for the MFACW Program including assessment materials
• Attend and act as recorder for all MFACW meetings, seminars, lectures, and programs 
• Prepare all travel and meeting arrangements for the MFACW Director
• Maintain a cordial working environment and relationship with faculty, staff, and students
• Prepare and update list of alumni publications, books, and film credits biannually
• Perform other duties as assigned—including social media posts for Insta and Facebook
• · Perform a wide range of coordination and logistics support for Low Residency Program tasks, including but not limited to:
• Coordinate new student onboarding process
• Coordinate contracts and travel arrangements/documents for visiting writers, artists, lecturers, and mentors
• Coordinate the scheduling of rooms, catering and supplies for MFACW residency events
• Assist the MFA Director to promote MFA residency programs and events public/ private
• Assist the MFACW Director with immediate problems and help facilitate solutions
• Assist with Work Study/Grad Assistant training and management as needed  
• Must be proficient in word processing; excel spreadsheets, computer applications, social media maintenance. Experience performing complex and responsible organizational duties required. PREFERRED: A high school diploma or AA and experience in administrative work, electronic filing, and office management.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of modern office practices and procedures
• Ability to use standard office equipment
• Computer literacy including experience with all Microsoft Office Suite programs
• Ability to prioritize work and juggle multiple tasks
• Ability to maintain confidentiality
• Willingness to take initiative
• Ability to establish and maintain effective working relationships with all levels of personnel within the Institute and with external constituents
• Ability to communicate effectively orally and in writing
• Ability to resolve conflicts in a constructive manner
• Ability to adhere to appropriate standards of conduct and ethics, including confidentiality, integrity and honesty; ability to follow directives; ability to adapt to changing work environments; ability to cooperate and work respectfully with others; ability to participate in pro-active problem solving; ability to focus on and regularly attend to job duties, ability to participate in meetings as required, and ability to refrain from engaging in rumors
• Ability to maintain a cordial working environment and relationship with faculty, staff and students
• Ability to demonstrate a pleasant, courteous, and professional attitude and presence
• Ability to work well under pressure and play a vital role in the process of delivery of quality work in a timely manner
• Ability to work with close supervision, to begin projects independently (or as assigned), and to bring projects (or assignments) to conclusion on a timely basis

WORKING CONDITIONS

• Ability to sit for extended periods of times, utilizing a computer workstation
• Must be able to effectively use all common office equipment and software listed and not listed in the job description
• Ability to read and interpret basic to complex data/information/guidelines/ procedures, etc. related administrative support to Academic Staff
• Must be able to carry and/or maneuver items weighing up to 25 pounds
• Ensure the security and confidentially of sensitive program, Mentor and student information
• Performance evaluation will include assessment of performance results of job duties as described herein
• Management has the right to revise this job description at any time, with or without notice 
• This job description does not list all the duties of the job
• The job description is not a contract for employment