Administrative and Operations Specialist

About MassArt: Founded in 1873, having celebrated its 150th anniversary in 2023, Massachusetts College of Art and Design (MassArt), is the nation's first and only independent, free‑standing public college of art and design in the country. MassArt is an inclusive community of thinkers, doers, makers, educators, innovators and leaders striving to shape the future through art and design. We've spent 150 years demonstrating the truly amazing things that happen when a world‑class art and design education is an option for every deserving student. Located in Boston's hub of arts and culture along the Avenue of the Arts, MassArt enrolls 2,000 students and offers a comprehensive range of undergraduate and graduate degrees in 18 disciplines, as well as continuing education and youth programs. MassArt strives to be a model of diversity and inclusion; the campus community reflects the layers of cultural and self‑identity that proudly make up our region, nation, and world. We build effective partnerships with co‑workers throughout the College by freely sharing appropriate information and providing assistance to all and maintain an environment that is welcoming to persons of all backgrounds, nationalities, and roles. Job Description: Collective Bargaining Agreement: This position is governed by the APA collective bargaining agreement Salary Range: $65,000 - $80,000 - commensurate with experience. Working Hours: 37.5 Position Summary The Administrative and Operations Specialist for Graduate & Professional and Continuing Education (PCE) Administrative Operations provides administrative and operational support for the Graduate Programs and PCE divisions at Massachusetts College of Art and Design. Reporting to the Senior Associate Dean of Administration, this role supports divisional operations through coordination of contracts, payments, scheduling, records management, and related administrative workflows. The Staff Associate serves as a central operations resource, ensuring timely processing of administrative functions, supporting office coordination, and maintaining effective support across divisional and institutional offices. Key Responsibilities Administrative Operations & Office Coordination Coordinate calendars, meetings, and scheduling for divisional leadership and operations Maintain office coverage schedules to support consistent divisional operations Prepare agendas, materials, and meeting notes as needed Maintain organized operational, financial, contract, and administrative records Support logistics for divisional meetings and activities Track workflows, timelines, and required documentation for operational processes Contracts, Payments & Administrative Process Coordination Coordinate workflows related to faculty, contractor, visiting artist, and service provider agreements Prepare, distribute, track, and maintain contracts in accordance with institutional procedures and timelines Monitor completion of required documentation and follow up on outstanding items to ensure timely processing Prepare and track payment requests, reimbursements, purchase orders, credit card statements, and related financial documents Maintain divisional budget tracking tools and expenditure records Track program expenditures, payment activity, internal transfers, and recurring financial processes Prepare recurring budget, payroll, and operational summaries to support planning and monitoring Support reconciliation and organization of financial documentation and transactions Coordinate follow‑up on contracts, invoices, and payments to ensure completion Maintain bi‑weekly payroll tracking spreadsheets for Graduate Programs and PCE Coordinate semester payroll setup, including schedules, documentation, and pay timelines Monitor payroll changes, adjustments, and corrections in collaboration with Payroll and HR Compile and analyze data for recurring and ad‑hoc report Divisional Administrative Support Support communication and coordination of divisional administrative processes Maintain accurate office information, directories, and shared resources Support operational planning for recurring administrative activities Provide front desk and phone coverage as needed Cross‑Functional Coordination Serve as liaison with HR, Payroll, Finance, Academic Affairs, IT, and other offices regarding operational processes Support coordinated administrative processes across Graduate Programs and PCE Contribute to efficient and responsive divisional operations Other Duties Perform other related duties as assigned Requirements A minimum of twoyears of related experience Bachelor's degree Knowledge of office administration and operational support practices Strong organizational skills and attention to detail Ability to manage multiple priorities and deadlines in a fast‑paced environment Strong written and verbal communication skills Ability to maintain accurate records and handle confidential information appropriately Ability to work effectively with students, faculty, staff, and external partners Proficiency with Google Workspace and Microsoft Office applications Preferred Qualifications Experience in higher education or academic administration Experience with contracts, payments, scheduling, or workflow coordination Familiarity with Colleague, Access databases, or similar systems Additional Information Does not support employment‑based visa sponsorship or non‑student exchange visitor visa sponsorship. Is not an E‑Verify institution. Selected candidates must be eligible to work in the US at the time of employment, complete all onboarding tasks including a Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) background review and provide proof of eligibility to work in the US by completing the Form 19, Immigration Reform and Control Act of 1986. You are required to show proof of your identity and employment eligibility within three (3) days of the start of your employment. You will not be authorized to work in any capacity until all paperwork has been completed. For a list of all acceptable documents please click here. Comprehensive Benefits (does not apply to contractor/student positions) When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Please click here to view MassArt Benefits. MassArt provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy‑related condition, or membership in any other legally protected class. MassArt complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the college operates. This policy applies to all terms and conditions of employment. #J-18808-Ljbffr Massachusetts College of Art and Design