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Opportunities at ICP

Full-Time Programs Assistant

Date: November 2014
Department: Education
Supervisor: Associate Director of Education
Schedule: Full-time
FLSA Status: Non-exempt

Summary

Highly-visible position in an active education office responsible for the organization and maintenance of the Full-Time Programs at the School of the International Center of Photography. Job requires significant amount of administrative work on a variety of projects, and the ability to effectively organize and oversee multiple ongoing essential functions. This position interacts daily with students, faculty, and education staff. Emphasis will be placed on student-related activities/events and recruitment.

Essential Functions

• Oversee daily administrative tasks needed for Full-Time Programs
• Coordinate all events/activities and logistics for One-Year Certificate and ICP-Bard MFA Programs (orientation and Welcome Day, MFA Welcome Dinner, boat cruise, scavenger hunt and slideshow, MFA symposium, commencement, and end-of-year exhibition) in association with the International Student Advisor
• Oversee all aspects of registration (fall, winter, January intersession, and spring) in conjunction with the Chairs
• Produce agenda for distribution of yearly ICP Director Scholarships (includes producing timeline, judging panel, and ranking system)
• Monitor internship forms in collaboration with Chairs
• Oversee admissions in association with the International Student Advisor: coordinate and facilitate One-Year Certificate admissions reviews with Chairs; coordinate ICP-Bard MFA interviews and decision notification by email, phone, and written correspondence; manage information transfer for all applicants from Slideroom application portal to department-wide ACEware database and ongoing tracking of Slideroom throughout admissions process
• Maintain admissions history and enrollment reporting; maintain up-to-date digital student files of all matriculated students
• Manage recruitment and inquiries: oversee recruitment mailings and written correspondence with designated Education Assistant; send targeted recruitment emails announcing Full-Time-related events
• Organize Full-Time Open Houses and online information sessions in association with International Student Advisor
• Conduct weekly information sessions for incoming and prospective students
• Coordinate and distribute year-end packages; update Full-Time Programs Student Handbook in association with the International Student Advisor

Additional Responsibilities

• Respond to basic inquiries for programs—in-person, telephone, email
• Announce job, internship, call-for-entry opportunities via the alumni/student blog
• Maintain active correspondence with matriculated students by email regarding upcoming events, important reminders, and other relevant information
• Other administrative responsibilities as required (such as copying, filing, etc.)

Minimum Qualifications

Education and Training:
Bachelor's degree preferred

Work Experience:
3+ years of office and administration experience, preferably in an educational environment

Skills and Abilities:
• Strong computer skills—Microsoft Office Suite (advanced Excel and Access skills preferred), ACEware (or similar database program)
• Strong organizational and time management skills
• Must be detail-oriented with excellent follow-through
• Ability to prioritize and multi-task
• Excellent verbal and written communication skills
• Commitment to providing superior customer service
• Should work well in a fast-paced environment
• Ability to work as an active team member as well as independently
• Additional languages helpful
• Knowledge of photography—aesthetics, history, and craft—preferred

Working Conditions

Physical Demands:
• Must be able to deliver materials/packages between different departments
• Some light lifting

Special Environmental Factors:
• Environment can be noisy at times