Admissions Administrative Assistant

Admissions Administrative Assistant

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. Successful candidates will have demonstrated experience in working with diverse populations, and supporting an inclusive and equitable community. Maine College of Art does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, gender, sexual orientation, age or disability in hiring and employment policies and encourages candidates of diverse backgrounds to apply.

Basic Function

The Admissions Administrative Assistant’s primary function is to serve as the first point of contact to the public. The Administrative Assistant greets visitors, answers phones, checks Admissions email account, enters all catalog requests, schedules tours and interviews and provides general office assistance.

Responsibilities

  • Serve as first point of contact for Admissions Office visitors
  • Answer phone, respond to general e-mails and/or forward them on to appropriate counselors
  • Schedule tours and interviews
  • Process catalog requests and catalog mailings
  • Open and sort admissions mail
  • Process immunization forms and enrollment agreements
  • Prepare all new student files for Registrars Office in preparation for registration
  • Responsible for maintaining admissions application files, i.e. file retention and purging of older application materials
  •  Assist with Admissions bulk mail projects
  • Provide assistance for all Admissions functions (ex. Open House, accepted student events, teacher events, etc.)
  • Responsible for managing the admission inventory of print material and marketing collateral.
    Provide regularly updated inventory reports.
  • Supports all aspects of Admissions Office operations (mailing, filing, data entry)
  • Performs other duties as requested by the Admissions Operations and Communications Manager, Associate Director of Admissions and Director of Admissions

Qualifications

  1. Bachelor’s degree or equivalent
  2. Strong verbal and written communication skills
  3. Highly detail-oriented
  4. Excellent organizational skills with the ability to manage multiple tasks simultaneously
  5. Working knowledge of Microsoft Office, Google Drive, and familiarity with CRM systems preferred
  6. Ability to work collaboratively across all areas and offices within the college
  7. Team player
  8. Excellent sense of humor
  9. Friendly, outgoing personality that thrives on connecting with others

Compensation

Salary: $32,000; Health, Dental, Vacation/Sick Leave, Retirement Benefits

To Apply

Applications will be reviewed beginning immediately and will be accepted until an appointment is made. Candidates should submit a letter of interest, a current resume and contact information for three references. Electronic applications encouraged. Documents should be in .doc (Word) or .pdf format. Place “[Your Name], Admission Administrative Assistant” in the subject line. Attach documents to an email and send to employment@meca.edu.

Applications may be mailed to Human Resources, Maine College of Art, 522 Congress St., Portland, ME 04101. Applications are kept confidential until on-campus interviews. No phone calls please.

Assistant Director of Financial Aid

Assistant Director of Financial Aid

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. Successful candidates will have demonstrated experience in working with diverse populations, and supporting an inclusive and equitable community. Maine College of Art does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, gender, sexual orientation, age or disability in hiring and employment policies and encourages candidates of diverse backgrounds to apply.

Basic Function

Maine College of Art is currently seeking an experienced higher education professional to join its staff as the Assistant Director of Financial Aid.

Responsibilities

  • Assist in processing financial aid documents to the financial aid management
    systems (PowerFAIDS)
  • Evaluating incoming documents for accuracy and completeness
  • Assist with processing student financial aid award adjustments
  • Conduct entrance and exit loan counseling
  • Complete various student related forms for external agencies, providing costs, family contributions, need, and financial aid personnel as well as other college departments as appropriate
  • Participate in various on-campus events, providing in-person information to
    students and their families
  • Counsel students and families on all aspects of the financial aid process
  • Maintain up-to- date knowledge of federal, state and institutional programs and
    guidelines
  • Work with the director to assess need and determine award packages
  • Conduct verification of files selected for review
  • Maintain accurate records
  • Utilize technology to maximize customer service and office functioning
  • Work with the Business Office to ensure reconciliation of student billing
  • Work with the Admissions Office to ensure attainment of enrollment goals
  • Represent the Office of Financial Aid in the absence of the director
  • Other duties as assigned

Qualifications

The ideal candidate will demonstrate strong organization and communication skills, a keen attention to detail, an ability to work well under pressure and time constraints, a commitment to customer service, a sensitivity to the confidential needs of students and families and good administrative and computer skills.

A Bachelor’s Degree and two-to- three years of financial aid experience in a higher education setting is required. Experience working with PowerFAIDS, Jenzabar and applicable federal systems, such as COD, CPS and NSLDS a plus.

Compensation

Salary range $40,000–$45,000; Health, Dental, Vacation/Sick Leave, Retirement Benefits

To Apply

Applications will be reviewed beginning immediately and will be accepted until an
appointment is made. Candidates should submit a letter of interest, a current resume and
contact information for three references. Electronic applications encouraged. Documents
should be in .doc (Word) or .pdf format. Place “[Your Name], Assistant Director of Financial
Aid” in the subject line. Attach documents to an email and send to employment@meca.edu.

Applications may be mailed to Human Resources, Maine College of Art, 522 Congress St., Portland, ME 04101. Applications are kept confidential until on-campus interviews. No phone calls please.

Student Accounts Coordinator

Student Accounts Coordinator

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. Successful candidates will have demonstrated experience in working with diverse populations, and supporting an inclusive and equitable community. Maine College of Art does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, gender, sexual orientation, age or disability in hiring and employment policies and encourages candidates of diverse backgrounds to apply.

Basic Function

This position will coordinate and facilitate the customer service for student and parent billing and payment inquiries and concerns in a professional and timely manner. Responsibilities include managing the student billing process for all programs, interacting with students and parents regarding billing statements and payment options, accounts receivable collections for all programs, working with third party vendors, and administering the Federal Perkins Loan program.

Responsibilities

  1. Student Billing: Maintain the student billing software including student information, tuition and housing charges, handling refunds in compliance with Federal Regulations and Title IV funding, student health insurance, payments and credits. Responsible for all communication and data sharing with the third party payment plan vendor (TMS) and monitor activity. Provide excellent customer service by responding to requests from students and parents for information regarding billing, payment options and policies. Ensure the timely issuance of all billing statements and account collections using Jenzabar reports.
  2. Collections: Manage past due accounts for current students and collection activity for former students. This includes assigning accounts to collection agencies, negotiating settlements and maintaining timely reports on collection activity.
  3. Federal Perkins Loan Program: Interface with the third party vendor in matters of billing and policy, collections, and negotiated settlements. Record federal loan consolidations.
  4. Other Duties: Update the meal plan software Blackboard, issue and record short term Osher loans, verify student deposits and transcript clearing requests. Collaborates closely with the Registrar and Financial Aid staff.

Qualifications

  1. Minimum of an Associate’s Degree and 3-5 years Accounts Receivable and/or Accounting experience; Bachelor’s degree preferred.

  2. Must have excellent customer service, organizational and leadership skills.

  3. Computer literacy including MS Word, Excel & Adobe PDF, as well as clear and precise written and oral communication skills are required.  Knowledge of Google docs a plus.

  4. A working knowledge of general accounting rules, accounts receivable procedures and best practices.

  5.  Must be detail oriented, with effective problem solving, analytical and critical thinking, reconciliation and conflict resolution.

  6. Prior college billing experience and/or familiarity with Federal financial student aid is desirable.  

  7. Must be self-motivated, possess proven customer service skills and be able to work independently.

Compensation

Salary range $40,000–$45,000; Health, Dental, Vacation/Sick Leave, Retirement Benefits

To Apply

Applications will be reviewed beginning immediately and will be accepted until an appointment is made. Candidates should submit a letter of interest, a current resume and contact information for three references. Electronic applications encouraged. Documents should be in .doc (Word) or .pdf format. Place “[Your Name], Student Accounts Coordinator” in the subject line. Attach documents to an email and send to employment@meca.edu.

Applications may be mailed to Human Resources, Maine College of Art, 522 Congress St., Portland, ME 04101. Applications are kept confidential until on-campus interviews. No phone calls please.

Custodian

Custodian 1

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. Successful candidates will have demonstrated experience in working with diverse populations, and supporting an inclusive and equitable community. Maine College of Art does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, gender, sexual orientation, age or disability in hiring and employment policies and encourages candidates of diverse backgrounds to apply.

Basic Function

The job of Custodian 1 is established for the purpose/s of supporting the mission of the Maine College of Art by providing custodial services at assigned site(s); ensuring an attractive, sanitary and safe environment for students, staff and visitors; performing a variety of special cleaning operations; and assisting in preparing facilities for classroom activities and campus events. Perform summer maintenance (e.g. moves furniture, wall repair, painting, etc.) for the purpose of completing and/or facilitating summer programming. Applicant will work independently and as part of a crew which includes student workers.

Responsibilities

Position requires flexibility to work some evenings and weekends. Position may require other related duties as assigned (e.g. receiving deliveries, responding to emergencies, etc.) for the purpose of supporting other Facilities Department staff. The applicant should be in good physical health and be able to lift 50 lbs. The applicant should be able to work well with others, communicate effectively and have excellent customer service skills.

Compensation

This is a full time, hourly position with a full benefit package including medical, dental, retirement, along with vacation and paid sick time.

To Apply

Applications will be reviewed beginning immediately and will be accepted until an appointment is made. Candidates should submit a letter of interest, a current resume and contact information for three references. Electronic applications encouraged. Documents should be in .doc (Word) or .pdf format. Place “[Your Name], Custodian 1” in the subject line. Attach documents to an email and send to employment@meca.edu.

Applications may be mailed to Human Resources, Maine College of Art, 522 Congress St., Portland, ME 04101. Applications are kept confidential until on-campus interviews. No phone calls please.

Pre-College Program Coordinator

Pre-College Program Coordinator

Position Overview

Maine College of Art (MECA) is seeking to hire a Program Coordinator for its summer Pre-College Program. The Program Coordinator is a live-on position that will supervise all aspects of the co-curricular experience for 60-75 high school students enrolled in the 3-week summer Pre-College Program. This includes managing the residential experience, all non-academic programming, supervision of RAs, enforcement of College policy, 24/7 on-call and emergency response responsibilities, supporting academic components, and working with MECA faculty and staff, as needed.

About MECA’s Pre-College Program

The residential Pre-College program provides high school students with the skills to embark on a rigorous study of the arts. Pre-College is open to students who have completed their sophomore, junior or senior year of high school. Students customize their individual Pre-College program by choosing two majors from the following media: Painting, Commercial Illustration, Comic & Graphic Novel Illustration, Children’s Book Illustration, Ceramics, Music, Fashion & Textile Design, Metalsmithing & Jewelry Design, Printmaking, Photography, Woodworking & Furniture Design.

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. Successful candidates will have demonstrated experience in working with diverse populations, and supporting an inclusive and equitable community.

For more information, visit the Pre-College page.

Duties & Responsibilities

  1. General Responsibilities:
    1. Actively participate in Pre-College Program Coordinator training prior to arrival of the Resident Assistant (RA) staff
    2. Participate in a rotating 24/7 on call schedule, including night and weekend hours
    3. Maintain an active presence with the Pre-College students in the residential community
    4. Counsel and advise students and refer to campus or community resources as necessary
    5. Work closely with the Office of Continuing Studies to ensure student wellness and academic attendance and participation
  2. Administrative
    1. Maintain the Pre-College activities budget
    2. Plan and facilitate move-in day and Pre-College Orientation
    3. Attend weekly faculty meetings to address student concerns
    4. Work with the Office of Student Life to coordinate administrative functions of the program including keys, Room Inspection Forms, and facilities needs
    5. Document & report non-emergency conduct issues, student concerns and facilities issues to appropriate departments in a timely manner
    6. Serve as a student conduct hearing officer for minor policy infractions
  3. Programming
    1. With the support of the RAs, plan and implement programming for the Pre-College students with a balance of educational and social opportunities, including nights and weekends
    2. Plan and maintain the activities calendar of the Pre-College schedule
    3. Coordinate details of co-curricular programming such as transportation, signage, and supplies
  4. Supervision
    1. The coordinator will directly supervise, train, and evaluate 3-4 Pre-College Resident Assistants
    2. Along with the Assistant Directors of Student Life, plan and facilitate Pre-College RA training
    3. Ensure effective RA job performance by providing regular one on one meetings, follow up on issues or concerns, and providing feedback to RAs regarding performance
    4. Lead RA staff meetings, as necessary, to clearly and effectively disseminate information
    5. Be the primary liaison between RA staff and Continuing Studies, Student Life, and other MECA departments

Supervision Received

Pre-College Program Coordinators will be supervised by the Assistant Director of Student Life in the Office of Student Life at MECA.

Required Qualifications

  1. Currently enrolled in an undergraduate or graduate level program relating to Education, Counseling, or Student Affairs/Higher Education Administration
    1. Strong skills and experience in programming and event planning
    2. Be able to communicate effectively with a variety of people including high school students, student staff, parents, colleagues, and faculty
    3. Ability to be flexible, adaptive, positive, and commitment to creating an inclusive community
    4. Working knowledge of Google Docs
    5. Valid driver’s license for the duration of the internship

Preferred Qualifications

  1. Enrollment in a graduate level program at an accredited college or university
  2. Understanding and/or appreciation of art and design
  3. Experience with counseling, mentoring, or advising
  4. Previous residence life and/or crisis management experience

Compensation

  1. $2,000 stipend
  2. Partially furnished apartment
  3. Meal plan for the duration of the Pre-College Program

Terms of Internship

Internship begins June 20, 2018 and ends August 3, 2018 unless adjusted by mutual agreement. Program Coordinators will work 40 hours per week with significant evening and weekend hours.

To Apply

Please send a cover letter, resume, and 3 references to studentlife@meca.edu. Position open until filled.

Maine College of Art does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, gender, sexual orientation, age or disability in hiring and employment policies and encourages candidates of diverse backgrounds to apply.

Institution

Maine College of Art is an independent college of art and design located in the center of the thriving arts district of Portland, Maine. Established in 1882, the College currently enrolls approximately 500 students, the majority of whom are in the undergraduate program. About 1,200 students take classes through MECA’s Continuing Studies Program annually. MECA’s Institute of Contemporary Art serves a critical regional role in its commitment to presenting contemporary, provocative work by living artists from Maine and around the globe. The Joanne Waxman Library is one of the largest independent libraries in Northern New England.

MECA is characterized by its intimate learning community, its interdisciplinary nature and the breadth of its programs. It confers the degrees of Bachelor of Fine Arts in eleven majors, Master of Fine Arts in Studio Art, Master of Arts in Teaching, and the Salt Graduate Certificate in Documentary Studies. Our goal at MECA is to teach each student how to transform aspirations and values into a creative practice that serves as the foundation for a lifelong pursuit of personal and professional goals.

Maine College of Art is accredited by the New England Association of Schools and Colleges (NEASC) and the National Association of Schools of Art and Design (NASAD). The College’s accreditation status with both agencies was renewed in 2016.

Institutional Values

Maine College of Art recognizes that diversity is integral to the academic experience and strives to foster an inclusive culture defined by respect, equity and social responsibility. These principles serve as another catalyst for MECA students, faculty and staff to become the critically engaged citizens upon whom our world depends. MECA seeks to cultivate a learning environment that prepares students to thrive in a diverse and global community by systematically and intentionally designing curricular and co-curricular initiatives that engage and reflect a wide range of perspectives and themes.

MECA welcomes students, faculty and staff of every age, race, class, gender identity and expression, sexual orientation, national origin, ethnicity, faith, religion, veteran status, mental, and physical ability. We also encourage all members of the MECA community to participate in opportunities which address larger cultural inequalities and inequities and to think critically about their impact on our college community and larger world.