Program Assistant, Interdisciplinary Study
Program Assistant, Interdisciplinary Study
Jun 27, 2019
The primary function of the Program Assistant is to assist the Director of Interdisciplinary Study in carrying out daily programmatic operations, as well as overseeing and maintaining the orderly function of the Pratt Integrative Courses and other programs operating as part of “Fuse,” Pratt’s nexus for interdisciplinary learning. The Program Assistant will liaise with key administrative offices, communicate with faculty and departments, coordinate interdisciplinary courses, coordinate meetings and workshops, and assist in the development and maintenance of budgets. The Program Assistant will follow up on payments to vendors, registration, applications, class schedules, and faculty contracts and payrolls, as needed. The program assistant will also assist the Director in assigning tasks to work-study and graduate assistants, and interact work on program operations with other staff in the Provost Office.
The Program Assistant will join the small, collegial staff in the Provost’s office and report to the Director of Interdisciplinary Study.
- Coordinate daily office activities and serve as general coordinator for Interdisciplinary Programs, ensuring the efficient and smooth operation of all aspects of these programs, including but not limited to tracking the progress of projects using Excel, and coordinating appropriate payroll/payment actions as directed, working with campus Budget Office and Provost Office to ensure appropriate documentation and tracking of expenditures.
- Act as liaison to the Advising office, Registrar’s office, Deans’ offices, Academic departments and other Institute offices and services, including communicating with the Registrar on course and room schedules, faculty course loads, enrollment development, add/drops, grade changes, correction of transcripts, and other related matters.
- Set up, type and generate a variety of materials (e.g., letters, proposals, memoranda, reports, minutes of meetings, etc.), using appropriate software. Keep material updated and create fluid and nimble systems for data collection and analysis.
- Create, organize and maintain filing systems for various dimensions of the PICs, as well as matters related to programs within the interdisciplinary realm, all while preserving the confidentiality of student and faculty files.
- Liaise with faculty teaching PICs and other staff, as well as those involved in the various interdisciplinary programs.
- Assist the Director with marketing and promotional materials and event planning including coordinating publicity, room scheduling, reservations for outside speakers, refreshments, etc. for workshops, and Interdisciplinary Study programs.
- Prepare and coordinate an array of committee meetings, schedules and follow-ups
- Answer student questions in relation to the Pratt Integrative Courses as well as other interdisciplinary programs
- Assist the Director in the preparation and distribution of student course evaluations each semester.
- Work on publications, posters, and promotional material in print, online, on social media and other platforms. Design and create posters, pamphlets and other material related to PICs and programs running under Fuse.
- Work with the Assistant Provost for Academic Affairs to maintain and update the Provost Office website.
- Work on the Fuse website, pamphlets, and other print and online material, in addition to other relevant aspects of the Provost Office website.
- Work with the Assistant Provost for Academic Affairs to distribute a web-based newsletter to the Pratt community.
- Serve as a member of the Graduate Student Engagement Fund (GSEF) team, updating application materials and guidelines annually and working with the Assistant Provost for Academic Affairs on GSEF communications, along with other matters related to GSEF as needed.
- Propose creative and innovative systemic solutions to myriad challenges that come up in the creation and implementation of interdisciplinary courses and make recommendations to the Director for on-going improvement of procedures and processes.
- Maintain the professional, friendly demeanor and diplomatic tact required to interact with a wide range of constituents and stakeholders.
- Perform all other related duties as assigned.
Education: Bachelor’s degree in Art, Design, or applicable discipline or 3-5 years of administrative/secretarial experience in higher education.
- Strong organizational skills and expertise in the assistance of planning, implementing, and coordinating programs in an academic environment.
- Demonstrated proficiency with MS Office applications including Powerpoint, Office, Excel, etc.; proficiency in Adobe Design applications, social media platforms, and internal and external technology systems within the Institute. Position requires excellent writing and assistant skills and the organization of programmatic materials.
- Professional telephone skills, time management, and the ability to handle multiple projects are imperative. Strong interpersonal skills, ability to work independently and collaboratively with a diverse group of students, faculty and staff, excellent oral and written communication skills and a positive attitude are required.
- Must be able to handle sensitive and confidential information.
Please submit your cover letter and resume. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be, or have been, your direct managers.
The expected start date of this position is September 1, 2019.