College of Art and Design Administrative Assistant

Munson Willliams Proctor Art Institute•City of Utica, NY

10h•Onsite

About The Position

The Pratt Munson College of Art and Design, a division of Munson, is seeking a full-time Administrative Assistant to provide administrative support for the College and Munson Community Arts Education (MCA) programs. This position is responsible for front desk reception duties and a variety of daily office operations, including registration and enrollment support for MCA non-credit students, routine bookkeeping and financial processing, office and administrative functions, mail distribution, purchasing and supply ordering, and providing assistance to credit and non-credit students, faculty, staff, and the general public. The organization is committed to community engagement and belonging, encouraging applications from all qualified candidates and welcoming unique perspectives. The role will model the values and culture of the organization by being welcoming, inclusive, and respectful, and valuing collaboration.

Requirements

Associate's degree in office management or equivalent with a minimum of 1 year of job-related experience or equivalent combination of degree and/or experience.
Demonstrated ability to take initiative and exercise flexibility/adaptability as a part of a small, dynamic team.
Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction.
Excellent communication skills and professional interpersonal skills to interact with Munson staff and faculty, students and other Munson constituents.
Critical thinking, consensus building, and problem-solving skills.
Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects.
Ability to read budget reports and accurately prepare fiscal documents and forms.
Computer literacy in database management, Microsoft and Google software expertise, demonstrated ability to learn budget workflow software, the ability to learn specialized software related to education and admissions, and the ability to operate general office equipment.
Final candidate will be required to complete a post-offer, pre-employment background check.

Nice To Haves

Schedule figure models on a semester basis.

Responsibilities

Ensure and promote proactive and prompt student/public service in a professional, welcoming, and courteous manner by answering phones, directing calls, responding to email inquiries, providing information on classes, events, and by acting as first point of contact for the School of Art.
Maintain a professional public reception area by keeping the front and back office and desk visually clean and clear. Maintain and organize the shared physical and digital space daily in collaboration with evening and weekend PT reception staff. Be punctual and maintain the publicly posted reception office hours.
Assist with sales and enrollment of MCA classes, including understanding class offerings, answering inquiries, suggesting alternative courses, registering students, processing registrations, sending receipts and materials lists, notifying students of cancellations, and performing data entry for registration software.
Prepare, proof, and print accurate student rosters and class supplements for instructors in advance of MCA course start dates.
Receive, sort and distribute all School of Art incoming mail to faculty, staff, and Pratt Munson student mailboxes daily. Receive student and staff package deliveries, sort, notify recipients, and coordinate pick-up of packages from the reception desk. Distribute interoffice mail daily in a timely manner.
Perform finance-related duties by cashing in/out, completing deposit transmittals on a daily basis. Receive, prepare and submit purchase orders promptly as approved by the Dean to vendors for instructional supplies. Receive and prepare timely payment requests for vendor purchase orders and faculty reimbursement requests.
Maintain the pool of current figure models to support college and MCA course curriculums; organize and receive faculty model requests; schedule all models in advance of each semester.
Provide service to students by working with Retail Operations Manager to stock and sell art supplies from the Reception area as an extension of the Campus Store.
Support school functions by performing other administrative duties; assist in training Reception staff; receive artwork for student exhibitions; and general administrative support for faculty.
Perform other duties as required.
May be asked to serve on Munson interdivisional committees.
May be asked to work at special events.