Part Time Program Secretary

Teachers College, Columbia University - New York City, NY

Part-time - Entry Level

New York City, NY

Educational Services

About the position

The program in Art & Art Education seeks a part time program secretary. This position is responsible for maintaining an organized and welcoming office environment while assisting the Program Director, Program Manager and Academic Secretary in carrying out a broad assortment of administrative and program related tasks. Reports to: Program Manager.

Responsibilities

• Serve as a welcoming face in the Art and Art Education Program to students, faculty, guests and visitors.
• Provide regular classroom support by maintaining inventories of teaching materials and technology, replace and submit repair requests as needed.
• Compile, organize, and distribute bi-weekly informational emails and social media posts containing career opportunities, invitations, and other announcements for student, community, and alumni lists.
• Oversee the organization of the program's central supply closet and printers, restock as needed.
• Understand the role of each faculty and staff member as to appropriately direct student and outside requests.
• Submit and track facilities work-orders and requests for classroom, gallery, and office space maintenance.
• Assist with the preparation of materials for program and department meetings as needed.
• Assist faculty with short-term tasks, duplication and material preparation as needed.
• Maintain organization and cleanliness in office spaces specific to student faculty assistants and work-study students, bring concerns to the Program Manager as needed.
• Work with Media Services, TCIT and the Offices of the Registrar and Alumni Affairs to update student, alumni, and community email lists while archiving past lists as they become outdated.
• Assist Program graphic designer as needed to organize photo libraries on the Program's shared drive.
• Oversee shared drive filing and organization of all Art & Art Education course syllabi.
• Assist with Admissions related tracking and communications: direct prospective student inquiries and monitor accurate and current information on admissions tracking docs, program website, online catalog, and study guides.
• In coordination with the Academic Secretary, assist with the scheduling of individual informational meetings and tours for prospective students.
• Assist with liaising between Program faculty and Admissions as needed.
• Assist faculty and Program Manager with letters and communicate individual updates to students as needed.
• Oversee shared drive filing including the organization of annual student handbooks, degree related paperwork, student plans of study and paperwork related to doctoral certification.
• Assist with the maintenance of paper and digital student files/transcripts as needed.
• Assist with maintaining student, faculty, staff, and instructor contact information.
• Maintain records in shared Google Drive folder of: student and faculty accomplishments and publications; faculty, student, and alumni participation in annual NAEA/GRAE/CAC conferences; gallery related events including exhibition openings; student participation in Haystack Mountain School of Crafts workshops; and any other notable programs or conferences.
• Assist with the duplication and assembly of reporting projects including the Myers Fund Report, studio equipment acquisitions and repairs, graduating students, faculty searches, etc.
• Assist Art Ed staff and faculty in organizing and executing program events including receptions, defenses, celebrations, gallery openings, symposia, conferences and end-of-semester celebrations.
• Assist with planning and organizing newly admitted students day, orientation week, and graduation week.
• Submit Culinart requests, facilities work-orders, and media services requests as needed for celebrations, events, conferences, etc.

Requirements

• Non Art Ed Student
• High School Diploma
• Outstanding verbal and written communication skills
• Successful experience working in a team setting
• Excellent attention to detail (scheduling, organizing, drafting, proofreading, copyediting)
• Ability to be flexible in establishing and communicating priorities
• High level of expertise with Google suite platforms (Gmail, Drive, Docs, Sheets, etc.)

Nice-to-haves

• Bachelor's degree
• Experience in an administrative or office setting, arts related environment
• Candidate interested in or actively pursuing a graduate degree strongly encouraged
• Experience in an arts related setting (gallery, museum, studio, performance venue, etc.)
• Experience in a higher education or events related office setting

Benefits

• Equal Employment Opportunity