MFA STUDENT SERVICES COORDINATOR (.25 FTEE)
This position is based on .25 FTEE (10 hours per week: flexible depending on job tasks, i.e., preparation for residencies may require more hours while other times of the year may require fewer hours) at the rate of $15 per hour. The deadline for application (resume and letter) is June 13, 2008, with position to commence July 1, 2008. Office is located in Freeland. Apply to:
Student Services Coordinator Search
Whidbey Island Writers Association
P. O. Box 1289
Langley, WA 98260
Nature of Work
This is a creative position requiring an individual to work independently in a small office with the ability to multi-task and interface well with the public, MFA staff, faculty, students and individuals seeking information about the program. The work is performed within and for the Northwest Institute of Literary Arts (NILA), a program of the Whidbey Island Writers Association (WIWA). This person will also be responsible for a variety of clerical/administrative/accounting tasks as assigned.
Control Over Work
The employee is under the direct supervision of the MFA Program Director and the NILA Board Chair and works in concert with NILA Treasurer and Financial Services Officer. Work is assigned and guidance provided by the Program Director. Normally the incumbent will set work priorities from his/her own assessment of the need and urgency of the work required, however, the Program Director and Chair will assist in evaluating the priority of tasks should a conflict arise.
Essential Duties and Responsibilities
General Office Support:
- Maintain regular, posted office hours at the NILA office.
- Provide general office support by answering the telephone and assisting visitors when necessary.
- Receive and distribute mail and emails. Share responsibility with the WIWA office manager to pick up mail from the Langley Post Office and deliver to the office.
- Develop and/or maintain office procedures and document processing systems.
- Prepare and maintain contact information of those inquiring about the program.
- Prepare and maintain donor information, scholarship and grant files.
- Maintain all files and file all documents.
- Maintain calendar of all events.
- Order and maintain office supplies.
- General maintenance of office equipment and software.
- Assist with inventory and distribution of goods for sale, i.e., t-shirts, anthologies
Database and web site content management:
- Provide the WIWA database manager (WIWA office manager or volunteer) with new student and faculty information.
- Assist with review of web site content for MFA pages for accuracy and provide feedback regarding other content information.
Periodic assignments:
- Attend MFA staff meetings.
- Send follow-up letters, emails and/or phone calls to students who are admitted and don’t respond, as well as those who take delayed admission.
- Receive and distribute applications, letters or emails of interest from potential faculty for review by Program Director.
- Prepare and print final drafts of proposals, commission applications, information packets for potential donors, etc.
- Maintain data on volunteer hours and in-kind contributions.
Registration for semester courses:
- Receive and distribute MFA registration forms and checks. April 15-May 15, October 6-November 6.
Applications for MFA Program:
- Receive and distribute continuing and new MFA student applications and files for registrar and program director review; copy and mail or email writing samples to faculty for review. Application periods: January 1-April 1 and July 1-October 1.
Applications for financial assistance:
- Receive and distribute applications for loans and scholarships for review by registrar and program director; mail or email writing samples to scholarship committee (program director and volunteer faculty) for review. Same application periods as applications
Applications for residency-only participation:
- Receive and distribute applications for residency-only participation for program director review; copy and mail or email writing samples to faculty for review. Application periods: May 15-June 15 and October 6-November 6.
Reservations for housing and meals:
- Takes reservations for meals and on-campus housing for MFA students. Reservation periods: May 15-June 1.
- Informs residency-only participants of off-campus housing availability.
- Takes reservations for meals for residency-only students. Reservation periods: June 15-July 15 and November 6-December 6.
Residency preparation:
- Receive and distribute residency-only applications and file for registrar and program director review; copy and mail or email writing samples to faculty for review.
- Make travel arrangements (air and shuttle) for regular faculty and visiting faculty.
- Follow-up with students for tuition and other fees for residency (including residency-only).
- Mail residency facility and catering contracts after NILA Board Chair and MFA Program Director approval.
- Assign housing for students staying on-site.
- Gather counts for meals of students, faculty and guests for NILA Treasurer to prepare chart for caterer.
- Prepare packets for students and faculty.
- Copy materials for visiting and regular faculty for distribution at residency.
- Restock office supplies container for residency.
- Transport registration materials to residency.
- Forward booklists, readings and requirement lists for the residency-only period to students and to webmaster for posting on the residency-only page.
- Forward booklists each semester to Amazon page web master in Oregon; post on Catalyst.
- Prepare and send contracts to visiting faculty.
Residency:
- First day – assist registrar and NILA Board in setting up for registration; attend student orientation.
- Last day – assist NILA Board and program director clean-up at Camp Casey
Financial:
- Process accounts payable: Collect vouchers, assist with coding of expenditures, review for accuracy and proper approval, and mail or distribute checks. Coordinate with the accountant and bookkeeper to keep accounts up to date and accurate.
- Maintain all vendor information and documentation.
- Maintain records of bank account balances and transactions. Supervise all deposits and all checks issued and balances accounts with the assistance of the bookkeeper and accountant as required by the treasurer.
- Maintain records for program accounts.
- Maintain petty cash fund.
- Sort and file correspondence, checks, vouchers, applications, and other record materials numerically, alphabetically, or by other prescribed methods to maintain accurate and timely records for all program elements.
- Assist with annual audit.
Knowledge, Abilities and Skills
- Thorough knowledge of office practices and procedures: word processing, spreadsheet design and data entry, filing, record keeping and answering telephones.
- General knowledge of computers, computerized accounting systems, and other standard office machines.
- Knowledge of business English, spelling and basic business math.
- Knowledge of accounting and bookkeeping principles and practices.
- Ability to make routine arithmetic computations and tabulations accurately and with reasonable speed.
- Ability to establish and maintain effective working relationships with the public and other employees.
- Ability to be tactful, diplomatic, and sincere with the public and to effectively handle sensitive situations.
- Skill in managing competing priorities and demands.
- Experience with budget structure and formulation.
Physical Demands
Most work is performed in an office setting. Since this position requires computer usage, entering data and filing, there may be some standing, bending, climbing stairs, carrying and walking. Collection of mail from the post office box requires ability to drive, walk, kneel, lift, and minor physical exertion, in all types of weather.
Qualifications Required
Because the position is with a state-approved graduate degree program, a Bachelor’s degree is required. A minimum two years of responsible administrative management experience or work in a non-profit or equivalent environment is preferred.
Familiarity with accrual accounting methods and QuickBooks preferred. Proficiency with Word, Excel and Access required.