Administrative Coordinator - Part-time

Syracuse University•New York, NY

40d•Onsite

About The Position

The VPA New York City (VPA NYC) Administrative Coordinator provides essential day-to-day administrative and operational support for the VPA NYC Program. This position ensures the smooth execution of academic programming, guest speaker logistics, student internship tracking, and general office coordination. Serving as a key liaison between the Program Director, students, guest artists, and faculty, the Administrative Associate helps maintain a professional, responsive, and well-organized program environment. This is a part-time, in-person role based in New York City.

Requirements

Associate's degree and one to two years of administrative or office experience, preferably in a university, nonprofit, or arts-related environment, or relative equivalent of education and experience.
Strong organizational, time management, and clerical skills.
Excellent interpersonal and communication skills, with a high degree of emotional intelligence.
Sound judgment and problem-solving skills; ability to adapt to unexpected situations.
Proficiency in Microsoft Office and Google Workspace required.
Familiarity with calendar management systems, spreadsheets, and shared drives.
Ability to handle confidential or sensitive information with discretion.

Nice To Haves

Experience supporting academic or artistic programs.
Familiarity with theater or arts administration strongly preferred.
Experience with social media platforms and light content coordination.
Basic understanding of financial transactions and procurement processes is a plus.

Responsibilities

Provide administrative support for the VPA NYC Program Director, including managing the program calendar, correspondence, supply orders, printing/copying, registration assistance, and file management.
Serve as a point of contact for student and part-time faculty inquiries.
Coordinate weekly guest speaker visits and other program events, including space setup, scheduling, and tech readiness.
Process financial transactions, including honoraria, reimbursements, and procurement for tickets, supplies, and services.
Ensure compliance with university procedures and track expenses to support budget monitoring in close partnership with the VPA Office of Budget & Operations.
Track student internship placements across all VPA NYC programs.
Support collection of required paperwork, maintain contact databases, and prepare internship-related documentation and reports.
Prepare classroom spaces and instructional materials for faculty and visiting artists.
Maintain shared digital folders and course resources.
Coordinate with faculty as needed to support instructional logistics.
Partner with Syracuse main campus staff, faculty, and administration to align VPA NYC course planning meets University guidelines and practices.
Assist with student and faculty engagement activities, including event logistics, communications, social media coordination, and supporting housing and facility-related needs.
Other duties as assigned.