The External Affairs Department handles government relations, Board of Trustees, Grievance Hearings, and Record Access activities for MassArt. This position will support and assist the External Affairs Department in managing these activities proactively. They will interface with members of the system, including college presidents, board members, administrators, faculty, as well as state officials, community leaders, and other stakeholders; works collegially with the administrative support in the President’s Office; and performs with a high degree of quality, professionalism, and confidentiality.
• Receive, send, process correspondence; provide information, take messages, and follow-up on calls to the department, ensuring that people are greeted and responded to in a highly professional manner; exercise sound judgment in evaluating the nature of the outreach, referring people for assistance and prioritizing requests for support; present a positive, good-natured attitude in all communications.
• Assist with document production and formatting; assist in writing and proofread board, legislative, and legal documents, meeting agendas, and meeting minutes; assist with collective bargaining and grievance files and training materials; compile and organize board, legislative, and legal documents and filing systems (both paper-based and computer-based); maintain office directories and list servs; handle public notice postings for meetings falling under the open meeting law.
• Assist in scheduling meetings and other special events and conference calls, including arranging time, location, catering, and the production, coordination, and distribution of meeting materials.
Office management and maintenance:
• Maintain, troubleshoot problems, and arrange for repair services; maintain stock of office supplies and other necessities as needed; prepare work orders, reconcile invoices and handles budget statements, invoices, purchase requisitions, contractor forms, travel authorization forms, etc, for the department when needed and ensure compliance with university policies.
• Provide front office reception for the department; interact with both internal and external constituencies, including but not limited to faculty, staff, students, parents, alumni, government officials, trustees, and community officials.
Performs other related duties as assigned:
• Assist with various initiatives as needed, including but not limited to project research, archiving documents, and creating visual presentations and reports. Perform work or additional duties as requested.
Promote MassArt values:
• We pursue a just, compassionate, and equitable learning environment.
• We cultivate rigorous creative practices by observing, questioning, making and remaking.
• We honor courage, honesty, mutual respect, and self-expression.
• We believe in the power of art and design to transform our world.