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Opportunities at ICP


Education Assistant

Date: November 2011

Department: Education

Schedule: Full-time

FLSA: Non-exempt

Supervisor's Title: Education Associate and Associate Director of Education

SUMMARY:

Highly visible position in an active office assisting with the ongoing activities of the School of ICP. Workload is distributed between the Continuing Education and the Full-Time programs. Responsibilities include: assisting with recruitment and admissions; planning of alumni fellowships; class registration; scheduling, preparing and disseminating correspondence; updating materials; and responding to in-person and telephone inquiries.  Requires significant interaction with prospective students, active students, faculty, and staff.

PRIMARY RESPONSIBILITIES:

Continuing Education

  • Answer public inquiries via phone, email and in-person
  • Assist with in-person and phone class registration
  • Registrar and portfolio reviewer for class placement sessions
  • Update, mail and track faculty engagement materials (e.g., contracts, class letters,  I-9 forms, W-9 forms, etc.)
  • Assist faculty with class needs
  • Schedule student, staff and faculty requests for classroom and studio usage
  • Oversee disbursement of faculty payroll
  • Prepare class roster packets, including ID cards
  • Maintain office supply inventory
  • Keep shared work space organized and neat (this includes a conference room)

Full-Time Programs

  • Assist with management of office data, records, and reports
  • Assist in admission process for all current and prospective students
  • Handle inquiries; assist with recruitment
  • Assist with planning and preparation of alumni fellowships
  • Participate in coordinating mailings and specific correspondence with prospective applicants

ADDITIONAL RESPONSIBILITIES:

  • General office duties
  • General correspondence (faculty, students and prospective students)
  • Welcome prospective students and provide school tours as needed
  • Build queries and generate reports in Aceware
  • Help out if needed with public programs
  • Additional responsibilities as required

MINIMUM QUALIFICATIONS:

Education and Training: A Bachelor’s degree is preferred

Work Experience: 1 to 2 years of office and administration experience necessary

Skills and Abilities:

  • Strong people skills
  • Excellent communication skills – verbal and written
  • Excellent computer skills – word processing; database; excel etc.
  • Solid administrative and clerical skills
  • Excellent organizational skills, including solid follow-through
  • Knowledge of photography preferred
  • Must be able to work productively as an active team member
  • Commitment to providing superior customer service
  • Knowledge of foreign languages helpful

WORKING CONDITIONS:

Special Environmental Factors:  Close working quarters