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:

Salary Range: $60,000-$68,000

Hours: 37.5 

Position Title: Assistant to the Vice President of Institutional Advancement & Secretary to the MassArt Foundation

This position is a non-unit professional and subject to the Non-Unit Professional Handbook

DEPARTMENT OVERVIEW & POSITION SUMMARY:

MassArt's Institutional Advancement department is dedicated to facilitating connections between a broad range of supporters and the artists, designers, educators, makers, and entrepreneurs at MassArt - to inspire generosity by making visible the incredible talent, artwork, and stories that thrive here. We accomplish this through the identification, cultivation, solicitation, and stewardship of individual and institutional donors, aligning their support with the community's wide variety of needs. Through partnership, engagement, and philanthropy, our stakeholders can expand opportunities for students, nourish creativity and exploration, amplify the value of art and design, and enrich the Commonwealth's creative economy and beyond.

The Assistant to the Vice President of Institutional Advancement and Secretary to the MassArt Foundation plays a critical role in ensuring the highest caliber of service to MassArt Foundation donors, members of the Board of Directors, and both internal and external stakeholders. Serving as the primary point of contact for the department and the MassArt Foundation board of directors, the Executive Assistant to the VP must possess excellent interpersonal skills, an ability to juggle competing priorities, and meticulous attention to detail.

KEY RESPONSIBILITIES:

Support the Vice President of Institutional Advancement, which includes:

• Reconciliation of their expenses, including credit card statements
• Calendar management
• Meeting planning and preparation (materials, refreshments, communication with meeting participants.)
• Additional administrative support as needed
• Serving as the administrative lead for the College Board of Trustees Advancement Committee

Serve as the Secretary to the MassArt Foundation, which includes:

• Planning and coordinating Foundation Board quarterly meetings, including the preparation of all materials and meeting minutes
• Maintaining accurate data on Foundation Director terms, including meticulous record-keeping in Salesforce, IA's CRM
• Building relationships with members of the Foundation Board of Directors and supporting new member orientation

Support the MassArt Foundation:

• Serving as the liaison between Institutional Advancement / MassArt Foundation, Academic Affairs, and Student Financial Assistance Departments for annual awards and scholarships, which includes: preparing award and scholarship letters
• Working with the institutional scholarship committee to ensure scholarships are awarded appropriately and in a timely fashion
• Facilitating the accurate transfers of scholarships and awards
• Administering the Foundation's Accounts Payable, including:
• Helping to administer the student emergency loan program in coordination with the Student Financial Assistance Department
• Entering invoices, ensuring proper budget coding
• Processing weekly check runs
• Assisting with calendar year-end 1099 forms to ensure accurate issuance

Serve as the Institutional Advancement office manager. Duties include:

• Ordering supplies
• Organizing office procedures
• Scheduling, creating agendas, and managing meeting logistics for Institutional Advancement department staff meetings
• Serve as the first point of contact for all incoming mail (including gifts), conduct quality control, and serve as part of the gift processing team to ensure gifts are processed and acknowledged on a timely basis

Promote the College's commitment to customer service by:

• Building effective partnerships with colleagues throughout the College by sharing appropriate information and providing assistance when needed
• Ensuring optimum service to internal and external partners in response to all requests for service and information
• Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles

As well as other duties as assigned. 

Requirements:

KEY JOB FACTORS:

Education: College degree or equivalent combination of education and related experience

Required Minimum Qualifications:

• 3+ years of experience providing administrative support to a senior executive
• Candidates must possess superior attention to detail and demonstrate outstanding communication, organizational, and interpersonal skills.
• Must have the ability to exercise initiative in problem-solving
• Candidates must display an ability to employ discretion, sound judgment, and a creative attitude in addressing sensitive and/or confidential matters
• Candidates must be willing to work flexible hours to assist with special events and meetings.
• Applicants must demonstrate experience working independently, establishing priorities, and working cooperatively in a fast-paced environment.
• Strong analytical skills and demonstrated proficiency with Microsoft Office and Google Suite applications.

Preferred Qualifications:

• Experience with Salesforce or equivalent fundraising/CRM software and/or development experience
• Experience with Accounts Payable
• Event management experience
• Outstanding customer service skills
• Experience with and passion for the arts and/or higher education is a plus
• Experience working with a volunteer board (or with volunteers)

Additional Information:

 Please note MassArt:

• 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.

Application Instructions:

Please include Cover Letter and Resume

About Massachusetts College of Art and Design

Colleges of the Fenway is a collaborative effort of five neighboring Boston-based colleges in the Fenway area. This collaboration was created to add value to student academic and social life while seeking innovative methods of investing in new services and containing the costs of higher education. Collectively, the colleges represent more than 12,000 undergraduate students, comprising 16.2% of the total Boston population of undergraduates attending four-year colleges, more than 700 full-time faculty, and 2,300-course offerings.

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