Program Asst - Ctr for Art, Design, and Community Engagment
Each semester, the Center for Art, Design, and Community Engagement K-12 at Pratt Institute registers over 300 children ages 6-18 to its numerous community programs, as well as runs a number of off-campus programs and activities. The Program Assistant serves as the first point of contact to the public interested in these popular programs. Working in a high traffic office, the Program Assistant works closely with the Deputy Director to provide administrative support to all aspects of the organization and implementation of the K-12 programs, which includes but is not limited to registration and admissions, attendance, program events and exhibitions, data collection and survey distribution, and maintenance of facilities and resources. This position will work closely with and supervise student employees.
The Program Assistant will work full-time (35 hours/week). Schedule will adjust to include Wednesday evenings and Saturdays when programs are in session (October - May).
General Office Administration
- Perform office administrative duties and ensure the smooth and responsive operation of the office which includes, but is not limited to: assisting walk-ins, organizing and prioritizing daily workload, answering phones, generating and editing correspondence, photocopying, filing, mailing, updating databases and maintaining current mailing lists.
- Serves as the first point of contact to the K-12 programs online and in person.
- Provide excellent customer service to individuals from a variety of racial, ethnic, religious, gender, sexuality, geographic, cultural, age, physical ability, and socioeconomic groups, and respond to in person, phone and e-mail inquiries about the programs.
- Respond, understand, and accommodate the needs of different program participants, which include: undergraduate and graduate students, children participants, families, schools, Pratt administrators and offer assistance as needed.
- Receive, process and input registration forms for all programs. Coordinate and organize applications and the interview process for the Pratt Young Scholars.
- Process program payments and reconcile account balances; prepare and process purchase orders, payment vouchers, purchase requisitions, non-credit instructor forms and related paperwork, as necessary. Keep accurate records of budget expenses and purchase order balances.
- Prepare a variety of documents (e.g. correspondence, minutes, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation.
- Coordinate program surveys as directed.
- Support informational and promotional efforts, including catalogue and program brochures and mailings.
- Look ahead at program calendars to ensure timeliness of all tasks, and to thoughtfully anticipate problems before they arise.
- Ensure that the artwork of all Pratt Young Scholars is documented and archived in digital portfolios.
- Support social media platforms.
- Monitor and maintain accurate student attendance records.
- Maintain order of all electronic and paper files.
- Support hiring of student employees in consideration of Pratt's efforts of heightening diversity & inclusion.
- Perform all other duties as assigned.
Education: - BA, BS, BFA or equivalent required in arts administration/ management or art/education.
Experience & Skills: At least two years' administrative experience including work with school or community programs, or an equivalent combination of education and experience required. Experience in an art and design school, school or community organization, and/or higher education environment preferred. Interest in arts administration and management.
Excellent computer skills and experience with FileMaker (or similar database systems), Microsoft Office and Excel, Adobe Creative Suite, experience with main social media platforms (Facebook, Instagram, Twitter), and be self-sufficient with learning new skills.
Excellent customer service abilities and commitment are required; communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; Excellent interpersonal, written and oral communication skills required; Good telephone etiquette; Above average writing and grammar skills; Ability to generate correspondence. Bi-lingual is a plus. Must have the ability to communicate effectively with a diverse population of students and staff, as well as demonstrate inter-cultural competence with an understanding of the dynamics of diversity in higher education.
Please submit your cover letter, resume including salary history and requirements, and the names and contact information for three professional references.
PRATT INSTITUTE IS AN EQUAL OPPORTUNITY EMPLOYER AND RECOGNIZES AND VALUES THE BENEFITS OF A DIVERSE WORKFORCE