Open Education Administrative Assistant
About The Position
The Open Education Administrative Assistant plays a vital role in the daily operations of ICP's Open Education department. Serving as the first point of contact for students, faculty, and visitors, this highly visible position helps create a welcoming, organized, and responsive experience for current and prospective students while supporting the administrative functions that keep the department running efficiently. Working closely with the Open Education Coordinator and the broader Education team, the Administrative Assistant provides operational support across student services, course administration, scheduling, reporting, and departmental communications. This role also supports data management, event coordination, and student engagement initiatives while ensuring accurate records and exceptional customer service. The ideal candidate is organized, detail-oriented, service-oriented, and collaborative, with excellent communication skills, strong administrative abilities, and the flexibility to manage multiple priorities in a fast-paced educational environment.
Requirements
- Bachelor's degree or equivalent professional experience.
- Minimum one year of administrative, office support, customer service, higher education, or related experience.
- Excellent customer service and interpersonal skills.
- Strong written and verbal communication abilities.
- Outstanding organizational skills with exceptional attention to detail.
- Ability to prioritize multiple projects and manage competing deadlines.
- Strong proficiency with Microsoft Office Suite, including Excel.
- Comfortable learning and utilizing CRM and database systems, including HubSpot.
- Ability to work independently while contributing effectively as part of a collaborative team.
- Professionalism, sound judgment, and discretion when handling confidential information.
- Commitment to creating an inclusive, welcoming, and student-centered environment.
Nice To Haves
- Experience working in an educational, nonprofit, arts, hospitality, or customer-facing environment preferred.
- Experience using CRM, database, or student information systems preferred.
- Photography knowledge or an interest in visual arts is a plus.
Responsibilities
- Serve as the primary point of contact for current, prospective, and former students, responding promptly and professionally to inquiries by phone, email, and in person.
- Create a welcoming and supportive experience for students, faculty, and visitors while routing inquiries to the appropriate departments when needed.
- Produce and distribute student ID cards and lab access cards in accordance with institutional policies.
- Communicate lab policies, access procedures, and student resources.
- Manage scheduling for school tours, course planning consultations, and other student appointments.
- Support the day-to-day administrative operations of the Open Education department.
- Collaborate with Open Education staff to prepare course materials, maintain planning documents, assign administrative tasks, and ensure all pre-course activities are completed.
- Assist the Faculty Liaison with guest speaker scheduling, honorarium processing, and logistical coordination.
- Maintain departmental calendars and ensure Open Education events are accurately reflected on the institutional calendar.
- Participate in departmental and cross-functional meetings.
- Support the planning and execution of Open Education events and student-facing activities.
- Perform other duties as assigned.
- Maintain accurate student records within HubSpot and other institutional systems.
- Enter, update, and verify student contact information and enrollment data.
- Generate reports from HubSpot and other Education systems as requested.
- Support enrollment tracking, course cancellations, fill rates, and other departmental reporting.
- Monitor, organize, and distribute student evaluations and feedback for departmental review.
- Assist with proofreading and verifying registration information prior to the start of each academic term.
- Support departmental communications and operational initiatives.
- Assist with documenting departmental procedures and maintaining organized administrative records.
- Identify opportunities to improve administrative processes and enhance the student experience.
- Collaborate with colleagues across Education and other departments to support institutional goals.
Benefits
- Medical, dental, and vision coverage (with employer contributions and HRA support)
- Employer-paid life insurance, short- and long-term disability, and Employee Assistance Program
- 403(b) retirement plan with employer match up to 5% after one year
- Flexible spending accounts and pre-tax commuter benefits
- Generous paid time off, including vacation, sick time, personal days, holidays, floating holidays, and a birthday day off
- Free or discounted museum admission, staff discounts, and access to employee perks programs
- Professional development opportunities, including tuition-free ICP courses and discounted education programs for employees and eligible dependents
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
