Administrative Support Specialist

1 week ago

Milwaukee, Wisconsin, United States Mount Mary College Full time

Position Summary:

Mt. Mary University is seeking an individual to support the Graduate Art Therapy and Education programs as an Administrative Support Specialist. This role will provide administrative support to the Graduate Art Therapy Program and Education Department, including budget-related tasks, hiring adjunct faculty, and creating systems to streamline program processes.

Primary Responsibilities:

  • Assist with payment of invoices, receipt reimbursement, and provide other budget-related support.
  • Provide administrative support for hiring adjunct faculty.
  • Recommend and create systems to streamline program processes.
  • Assist Chairs and Program Director with administrative tasks for the yearly reports and documents.
  • Assist Chairs and Program Directors in creating and storing documents for the admissions process.
  • Assist Chairs and Program Director with tracking and compiling program data such as alumni licensure pass-rates and alumni job placements.
  • Create and continually update email and contact lists for current students, alumni, faculty, and community partners.
  • Assist Chairs and Program Directors with conducting annual surveys and compiling and analyzing survey data for yearly accreditation reports.
  • Assist Chairs and Program Directors with organizing and maintaining program data stored in shared drive. May include scanning historical documents.
  • Assist Chairs and Program Directors with documentation for established continuous improvement processes for program accreditation.
  • Assist Chairs and Program Directors with gathering documents for annual accreditation reports and for significant program revisions to be submitted to accrediting body.
  • Assist Chairs and Program Directors with bi-yearly Advisory Board meetings, including agendas, invitations, and refreshments.
  • Assist Graduate Art Therapy Program Director with tracking and storage student dispositional feedback forms and program-specific course evaluation forms.
  • Assist Graduate Art Therapy Program Director with scheduling student meetings and supporting processes related to Educational Progress Reviews, Mid-point Portfolios, and Culminating Project Art Exhibit.
  • Assist Graduate Art Therapy Program Director in organizing documents and information related to alumni requests for licensing and credentialing.
  • Assist Graduate Art Therapy Director of Clinical Training with data entry in Tevera system.
  • Assist Graduate Art Therapy Director of Clinical Training with organizing site and placement data to include in annual accreditation report.
  • Assist Graduate Art Therapy Director of Clinical Training with site visit mileage tracking and submission.
  • Assist Graduate Art Therapy Director of Clinical Training with annual practicum and internship fair.

Additional Job Requirements:

Perform other duties, responsibilities, or special projects as assigned.

Skills and Experience:

Minimum of 3 years of administrative support experience.

Preferred Qualifications:

Experience working as an organizer of documentation, detailed-oriented processes, and basic computer skills with Word, Excel, online systems, PDF, and Outlook email and calendar functions.

Mt. Mary University encourages applications from all qualified candidates and is vitally committed to all aspects of diversity, equity, and inclusion.

We welcome and encourage applications from qualified candidates and all will receive consideration for employment regardless of race, color, religion, sex, national origin, age, ethnicity, pregnancy, disability, genetic information, or any other groups protected by law.

Mt. Mary seeks to hire and retain personnel who will make a positive contribution to its mission, vision, and values.

For more information about diversity, equity, and inclusion at Mt. Mary please visit

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