Administrative and Operations Specialist

About Mass Art:

Founded in 1873, having celebrated its 150th anniversary in 2023, Massachusetts College of Art and Design (Mass Art), is the nation's first and only independent, free‑standing public college of art and design in the country. Mass Art 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, Mass Art 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.

Mass Art 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:

Collective Bargaining Agreement:
This position is governed by the APA collective bargaining agreement

Salary Range: $65,000 - $80,000 - commensurate with experience.

Working Hours:

37.5

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.

• Administrative Operations & Office Coordination
• 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…