The Programs Assistant is responsible for administrative duties related to supporting Continuing Education adult, youth, and teen classes and programs. The Programs Assistant must be sensitive to college needs, employee and student goodwill, and overall brand equity of MCAD as an employer and educational institution.
Maintains current knowledge of all Continuing Education programs, classes, requirements, and deadlines in order to answer all customer-services related inquiries from the public.
Receives and responds to incoming calls, emails, postal mail, and in-person inquiries from the public.
Generates semester at-a-glance schedule in Adobe InDesign for upcoming semester course offerings (one schedule for each Spring and Fall, two for Summer). Prints copies as needed.
Maintains consistent tracking of customer-service related details, including payments, refunds, transfers, correspondence, etc. in Salesforce database system.
Is knowledgeable about other departments at MCAD and transfers advance inquiries to appropriate departments.
Registers students and staff for Continuing Education classes and events through online registration, over the phone, by mail, or in person. Seeks to actively convert leads to students through lead management and consistent follow-up.
Processes payments for registration; works with third party payers to ensure classes are paid for; processes refunds as necessary.
Sends out confirmation emails ,course reminders and course evaluations via Salesforce.
Creates and displays signage around campus and outside relevant classrooms on the first day of class to direct students.
Generates student letters of course completion electronically or by mail, by request.
Communicates any relevant details about courses to students as they arise, including cancelations, changes in supplies and changes in meeting dates.
Updates student information as needed with the Records Office.
Responds to requests for support from adult, youth, and teen faculty teaching assistants.
Creates and issues contracts for CE faculty each semester using DocuSign; tracks contracts as returned; tracks payroll dates and generates EANs corresponding to appropriate deadlines.
Creates and issues contracts for MASD and MAGWD faculty each semester using DocuSign; tracks contracts as returned.
Creates and issues contracts for MASD thesis committee members and advisors; tracks contracts as returned. Generates honoraria at the conclusion of each semester.
Sets up instructor accounts at Art Cellar and Library.
Processes check requests and collects W9 forms for guests, lecturers, artists, and others.
Creates class list for faculty prior to class start date and shares student evaluations with faculty once class has ended.
Assists Program Coordinator with inventory for adult, youth, and teen courses and responding to instructor requests for supplies.
Customer Management Software Administration
Uploads, enters, and maintains current data in Salesforce for Continuing Education and Online classes, including course schedule, status, and financials.
Enters and maintains student and instructor information in Salesforce, including registrations, waitlists, withdrawals and transfers, as well as grades and class completion verification.
Creates, updates and maintains email templates for student communication.
Office Assistance and Data Management
Maintains reception area as a welcoming and efficient point of contact for the public.
Maintains office equipment and orders new equipment and office supplies.
Maintains and updates Front Desk Manual
Handles outgoing mail requests, including catalogs and brochures as requested.
Handles cash, check and manual credit card transactions.
Reviews office procedures and policies and makes recommendations for improvement to department staff.
Performs other duties as assigned by Senior Director of Continuing Education.
Represents MCAD’s vision, purpose, and values in day to day work and interactions with MCAD students, staff, faculty, and campus guests, as well as the greater community.
This position does not have supervisory responsibility.
Bachelor’s Degree or equivalent in studio art or art history, preferred
Three years related work experience in an education or arts-related institution required.
Experience with Salesforce customer management software.
Demonstrated administrative experience.
Experience working as part of a team is vital.
Demonstrated customer service experience, including communications through phone, email and in-person.
Experience within a Higher Education environment is preferred.
Strong problem solving skills and technical aptitude; excellent attention to detail.
Demonstrated ability to facilitate communication and collaborate across departments.
Certification/Licensure not required for this position.
This position has been identified as security sensitive and will require a background check. At the discretion of the college, various background checks may be done during the course of employment.
This position operates in a professional office environment. This position requires the ability and willingness to closely partner with team members and colleagues in other departments. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Upon request, reasonable accommodation will be provided to successfully perform the essential functions of this job.
About Minneapolis College of Art and Design
Founded in 1886, the Minneapolis College of Art and Design is a private, nonprofit teaching institution located in the Twin Cities, Minnesota. MCAD is an independent, accredited institution with 14 BFA degree programs in Design, Fine Arts, and Media Arts. It also has a BS degree in Entrepreneurial Studies, an MFA program, and online degrees. Dedicated to the creative and professional success of its students, MCAD is an important participant in the Twin Cities’ thriving cultural community. Minnesota enjoys a long history of cultural community, furthered by the generous support of numerous private foundations. Notable cultural institutions include Walker Art Center, Guthrie Theater, Minneapolis Institute of Art, and Weisman Art Museum. The Twin Cities host abundant live theater, music venues, galleries, art film festivals, and are home to many celebrated international advertising and design companies. Major sports teams in football, men and women’s basketball, baseball and hockey complement the arts. Bicycling Magazine recently named Minneapolis the most bike friendly city in America. The Twin Cities frequently rates as one of the best places to live in the United States. In June 201...4, CBRE rated Minneapolis as the greenest city in the nation. Ranked as the 14th largest metropolitan area in the nation, the area hosts 19 Fortune 500 Companies and seven of the largest private companies in the country.