Administrative Assistant, Visual & Performing Arts

Merrimack College is a selective, private college in a beautiful, residential setting — just minutes from Boston, Massachusetts.

Position Overview & Responsibilities

Merrimack College has an opening for an Academic Administrative Assistant in the Department of Visual and Performing Arts (VPA) in the School of Liberal Arts. This position reports to the Chair of VPA and works collaboratively with the Dean’s Office.

Responsibilities

The Academic Administrative Assistant in VPA provides support to the Chair, faculty members, and the students who major or minor in Art/Art History, Graphic Design, Music, Theatre, Visual Storytelling, and Film Studies. Additionally, the position manages requests and questions from non-major students who participate in VPA theater productions, OnStagers, Art Warriors, and the numerous student groups affiliated with the department. The position also provides administrative support to the Marching Band faculty and students, as well as other student activity musical ensembles (Concert Band, Concert Choir, Schola, Jazz Band, Pep Band, and A Cappella groups), and student music lessons. Additionally, this position supports the McCoy Gallery and Rogers Center including the scheduling of events in the Rogers Center for VPA department events. Student workers’ timesheets (usually 3-9 students per semester) are also managed and submitted by this position.



Some of the core services are: constantly updating and maintaining department and student records, planning and scheduling meetings and department activities, coordinating and scheduling of classrooms and practice rooms. Mastering new technology (Cars, Cognos, MyMack, Qualtrics, Advantage, Handshake, Caretrax etc.) and dispersing information to students and faculty

Key Duties

• Serve as the initial point of contact for students, faculty, and staff seeking assistance from the VPA department. Remote work may be applicable after the candidate gets up-to-speed managing the office.
• Provide support to students including, but not limited to: assist students with major or minor change/addition, course request changes, grade changes, study abroad forms, maintain accurate student records/degree requirements, coordinate and schedule faculty advisement appointments.
• Provide support to the Chair and department faculty members, including but not limited to: maintaining student files, scheduling VPA events, studio practice room requests, handling mail, answering phones, filing, ordering supplies, end of semester survey data collection and analysis, and helping with the annual report.
• Prepare contracts for anyone coming to campus for Theatre, Music, Graphic Design or Art & Art History in the capacity of a vendor, guest lecturer, or volunteer. Including placing and completing all contracts in Cobblestone.
• Maintain both VPA Department, McCoy Gallery, and Rogers Center MyMack and Shadow budgets. Includes, but are not limited to: preparing and submitting check requests, special payment forms, travel reimbursement, expense reports, purchase requisition, keeping shadow detailed budget, supplying data and statistical analysis.
• Maintain a comprehensive list of syllabi for each semester.
• Dissemination and collection of student evaluations.

Other Responsibilities

• Assist the Chair with standard academic year deadlines (i.e. Master Schedule-Spring/Fall, Course Catalog Updates, Adjunct Request form both for VPA and Individual Lessons (coordination with HR/Payroll).
• Complete Works Tasks for all credit card purchases.
• Work closely with other administrative offices (i.e. Registrar, Accounts Payable, Dean’s office, Provost’s office, Financial Aid, Payroll).
• Assist the Chair, faculty members, and/or advocate with Tenure and Promotion activities including, but are not limited to: providing assistance with soliciting student letters.
• Assist the Chair with new faculty recruitment activities, including, but are not limited to: maintain applicant files, communicate with applicants, coordinate on campus interview schedule with campus departments and candidates, create files for faculty review on Google drive, assist candidates with travel, booking hotel rooms, and reimbursement for travel-related expenses.
• Post and maintain student worker positions, timesheets, assignments of Pay Classes in conjunction with Financial Aid. Keep student workers and supervisors apprised of available hours remaining for the semester.
• May assist Chair with recruitment of potential incoming undergraduate students including, but not limited to: sending emails and updating social media lnstagram accounts.

Education, Skills & Experience

• Bachelor’s Degree.
• Office management skills: organizational, communication, record keeping, scheduling skills.
• Interpersonal skills using tact, discretion, and confidentiality.
• Strong computer skills including: Microsoft Office, Google Suite; ability to multitask.
• Ability to work in an academic setting: in-person and potentially remotely. Experience working with a diverse student population.
• Ability to work collaboratively, as well as individually troubleshooting to solve student and faculty issues.

Statement on Our Mission

Merrimack College is a Catholic Augustinian institution of higher education committed to building a culturally and racially diverse community. Our mission is to enlighten minds, engage hearts and empower lives and is inspired by our Catholic faith and the Augustinian tradition of seeking truth through inquiry and dialogue.

Merrimack College seeks candidates who understand, respect and can contribute to Merrimack’s Augustinian mission and values and advance our work in the area of diversity, equity and inclusion. We strongly encourage applications from members of underrepresented groups. All candidates should describe in their application previous experience related to equity, diversity, and inclusion, as well as how they will engage in fostering a culture that supports our Augustinian mission, our Catholic faith and our values of diversity, equity and inclusion.

Application Materials Should Include

• CV or Resume
• Cover letter stating motivation and interest in the position, citing experience relevant to the qualifications and including experience with, and commitment to, our Catholic Augustinian mission, our values, and our desire to be a more diverse, equitable and inclusive institution of higher learning.

This position is subject to the successful completion of a criminal background check.

Required Vaccinations & Remote Work

Unless otherwise stated above, this is an on-campus position. This opportunity is not a remote or hybrid position as employees are essential in order to provide a fully on-campus, residential college experience for our students and the community. Merrimack College currently has a COVID-19 Vaccination Policy. Students, faculty, and staff are required to be vaccinated for COVID-19.

About Merrimack College

The only Catholic, Augustinian institution of higher education in New England, Merrimack College is a private, independent, coeducational institution with more than 5,000 undergraduates and graduate students from 32 states and 37 countries, and comprises schools of liberal arts, science and engineering, health sciences, education and social policy, and business. The college’s 260- acre campus is approximately 25 miles north of Boston in North Andover and Andover, Massachusetts. Merrimack is a Master’s Colleges & Universities/Medium Programs institution in the Carnegie Classification of Institutions of Higher Education. Merrimack is one of the fastest growing educational institutions in the country and has steadily climbed up U.S. News & World Report’s ranking of Best Colleges, coming in 46th out of 170 schools ranked in the Regional Universities North category in 2020. Merrimack is also listed as one of the top 10 most innovative schools and placed 35th for best undergraduate teaching programs among schools in the U.S. News category.

Merrimack College is an Equal Opportunity Employer.