Department Assistant
$65,686–$65,686 year
On-siteNew York City, New York, United States or New York, United States
Job Summary
Serve as the primary receptionist for the BFA Advertising and BFA Design departments, managing general office functions, student appointment scheduling, and event coordination. Process invoices, requisitions, and payments while retrieving transcripts and facilitating graduation portfolio reviews. Maintain office inventory, manage meeting room reservations, and support staff with executive tasks such as drafting recommendations and plagiarism research. Provide hands-on assistance for key events including Accepted Students Day, Open House, and Industry Day, and help students submit competition entries. This part-time role involves onsite work three days a week, supporting a team that collaborates on long-form projects and yearly deadlines to foster world-class young designers.
Required Qualifications
- High School Diploma or equivalent
- Proficiency in Google Workspace and Microsoft Office
- 1-2 years of professional experience in an administrative, receptionist, or academic support role
- Excellent written and verbal communication skills
- Proven ability to handle sensitive information with absolute confidentiality and discretion
- Highly organized with the ability to manage multiple priorities in a fast-paced environment
- Ability to work both independently and collaboratively across various staff levels with tact, adaptability, and a sense of humor
- Willingness to work occasional flexible hours or overtime to support major department events
- Schedule: Part-Time (3 days/week, 21 hours/week), Onsite
- Schedule Flexibility: Requires a flexible schedule and a willingness to work occasional hours outside the normal schedule for department events
- Remote Work Policy: This is an on-site role; remote work accommodations are rare and permitted only on an occasional, pre-approved basis, requiring adherence to all standard department communication protocols and methods. Employee will be required to maintain the same standard work schedule and hours as would be performed in the office.
- Ability to utilize standard office equipment; capacity to stand, walk, or sit for prolonged periods; ability to lift or move office supplies/materials, and student artwork/portfolios weighing up to 20-25 lbs
Desired Qualifications
- BA/BFA preferred
- Basic familiarity with Canvas LMS (or a strong willingness to learn)
- Experience with research and drafting memos and letters in a professional setting
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