Administrative and Operations Specialist

Commonwealth of Massachusetts • Boston, MA

7d • Onsite

About The Position

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.

Requirements

• A minimum of two years 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

Nice To Haves

• Experience in higher education or academic administration
• Experience with contracts, payments, scheduling, or workflow coordination
• Familiarity with Colleague, Access databases, or similar systems

Responsibilities

• 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
• 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
• 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
• 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
• Perform other related duties as assigned

Benefits

• Comprehensive Benefits (does not apply to contractor/student positions)
• Outstanding suite of employee benefits that add to the overall value of your compensation package
• Work experience that supports you, your loved ones, and your future

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level