Full-Time Programs Coordinator

Full-time
Jun 17, 2021

Department: Education

Supervisor: Full-Time Programs Manager

Schedule: Full-time

FLSA: Non-Exempt

The International Center of Photography (ICP) is the world’s leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level. Our new integrated center on the Lower East Side reunites our school and museum in one space to become the cultural anchor of Essex Crossing.

Position Summary:

Under the direction of the Full-Time Program Manager, this position is responsible for the coordination, organization, and administrative maintenance of the Full-Time Education 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.  In addition to the execution of administrative duties this person is responsible for the coordination and logistics of academic activities and student-related events.

Essential Functions and Duties:

ADMISSIONS:

  • Assists Full-Time Programs Manager with correspondence and follow-up with applicants to the One-Year Certificate (OYC) programs 
  • Assists Full-time Program Manager with the organization and maintenance of the digital Full-Time admissions tracker
  • Assists Full-Time Program Manager with coordination of One-Year Certificate admissions reviews with Program Chairs
  • Coordinates admissions acceptance and scholarship notifications via email and postal correspondence in conjunction with the Program Chairs, Director of Education, Full-Time Program Manager and the International Student Advisor

Registrar

  • Coordinates and enters data for all full-time student course registrations in conjunction with other full-time staff and Program Chairs
  • Assists with grade submissions from faculty, at the end of each term
  • Coordinates all ADD/DROP requests.
  • Maintains up-to-date digital student files for all matriculated students
  • Produces official and unofficial transcripts for current students and alumni as needed
  • Assists with the collection and distribution of faculty and student evaluations

Communications

  • Serves as an in-person point person for currently enrolled full-time students
  • Maintains active correspondence with matriculating students and alumni via email regarding upcoming events, important reminders and other relevant information
  • Monitors and responds to correspondence received in the Full-Time Programs email box
  • Corresponds with matriculating students and alumni via email regarding upcoming events, important reminders and other relevant information

Administrative

  • Collaborates with other full-time team members to distribute year-end packets for One-Year Certificate Programs
  • Coordinates online logistics for all full-time program events (including but not limited to OYC orientation, commencement and end of the year exhibition)
  • Proofs the scheduling and course descriptions of all Full-Time Programs in conjunction with the Program Chairs, the Database Coordinator, and the Faculty Liaison
  • Under the direction of the Full-Time Programs Manager submits information to the education and institutional calendars
  • Coordinates mailing of promotional materials for full-time program events & programs
  • Generates and distributes full-time student lists as needed
  • Other Admistrative Responsibilities ar required

Supervisory Responsibilites:      

  • N/A

Minimum Qualifications:

Education Requirement:      

  • 2-3 years of office & administration experience, preferably in educational environment
  • A Bachelor’s degree required

Minimum Experience Requirement:      

  • Strong computer skills – Microsoft Office Suite (advanced Excel and Access skills preferred), Google Suite, and 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
  • Must have commitment to providing superior customer service
  • Ability to work collaboratively with the Education team and other ICP colleagues
  • Self-starter that is able to initiate tasks and work independently
  • Able to lift 50 pounds
  • Additional languages helpful
  • Maintains a positive and respectful attitude
  • Communicates regularly with supervisor about department issues
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • Consistently reports to work on time prepared to perform duties of position

Additional Competency Requirement (Specific Knowledge, Skills and Abilities)

  • Strong organization skills
  • Excellent written and verbal communication skills
  • Familiarity with current theories in museum education
  • Understanding of curriculum development
  • Sound knowledge of art, art history, and photography - aesthetics, history, and craft
  • Must be able to lead and support a diverse and dynamic faculty and student body
  • Ability to work collaboratively
  • A strong desire to make the rewards of artistic expression accessible to diverse audiences
  • Must be a high energy, enthusiastic, and creative thinker
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Speaking - Talking to others to convey information effectively.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
  • Speech Recognition - The ability to identify and understand the speech of another person.
  • Speech Clarity - The ability to speak clearly so others can understand you.
  • Written Expression - The ability to communicate information and ideas in writing so others will understand.
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Working Conditions:

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
  • While performing the duties of this Job, the employee is regularly required to sit and talk or hear.
  • The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms.

Special Environmental Factors: (Nature of the work environment)

  • The employee is required to work in the general public environment (face to face contact with public).
  • The employee is required to work in crampt work environment.
  • The employee might be required to work remotely or both in-person and online.
  • COVID-19 Vaccination Required - As per the recent New York City mandate “KEY to NEW YORK,”  All staff  working in our indoor facility are required to show proof they have received at least one dose of a COVID-19 vaccine authorized for emergency use by the FDA or WHO.

Compensation and Benefits

Salary will be competitive and commensurate with experience.

ICP provides its staff with a generous benefits package featuring medical, dental, life insurance, short- and long-term disability, pre-tax transit and flexible spending programs, and 403(b) pension plan.

How to Apply

Please submit a resume and cover letter on Indeed. Applications without a cover letter will not be considered.

The International Center of Photography is an Equal Opportunity Employer.