Program Coordinator

DATE POSTED:

TITLE:

DEPARTMENT:

JOB TYPE:

REPORTS TO:

POSITION OVERVIEW:

DUTIES & RESPONSIBILITIES:

• Act as receptionist and first point of contact to all department visitors, exemplifying and upholding department’s culture of warmth, community, generosity, and supportive and attentive service.
• Warmly and professionally greet and provide assistance to all department visitors, including students, staff, faculty, and guests. Maintain a welcoming and friendly demeanor for all.
• Cultivate professional relationships with all communications and interactions, including internal and external stakeholders of all levels and new and existing contacts.
• Correspond in person and over email with students and faculty about day-to-day requests, and assist in fulfilling, resolving, and communicating the status of each.
• Maintain a clean, organized, professional, approachable front desk area, with a commitment to being mindful of privacy while working within an open-floor plan and shared office/study/studio/educational/social spaces.
• Stock, track, order, and maintain supplies and resources in front desk area, kitchen, restrooms, and other department spaces. Consistently maintain a schedule to track and fulfill all inventory needs.
• Answer department phone calls, check voicemails, take and relay messages in a timely manner.
• Pick up and distribute mail from the department's lobby mailbox throughout the week.
• Schedule appointments and update relevant individual and shared calendars for Department Chair and Director of Operations.
• Facilitate studio access. Notify and correspond with security about expected guest visitors, track RSVPs, and assist with set-up as needed for department events.
• File maintenance requests for the studio space. Communicate with and update staff about status and resolution.
• Perform other duties as assigned.

• Assist the Director of Operations and Chair with the day-to-day operations of the department.
• Collaborate with Director of Operations and Chair to update and maintain accurate calendars of classes, programs, and events. Assist in implementing and maintaining a yearly cycle calendar.
• Oversee email account for department’s general email address. Reply to correspondence and forward emails to appropriate parties within the department in a timely manner.
• Submit SVA communications and events forms for publishing upcoming events.
• Process and file general department administrative forms and paperwork.
• Process and file financial and billing related paperwork and forms including web requisition requests, blanket purchase orders, invoices, W9s, ACH Enrollment, and Travel Expense forms.
• Complete and submit monthly receipt reconciliations and expense reports for Director of Operations and Department Chair.
• Update, edit, organize, and maintain accurate shared “Standard Operating Procedures” document for the department.
• Work closely with the Chair to prepare applications for admissions review. Assist with the filing and organization of all admissions paperwork, materials, and correspondence.
• Act as a primary point of contact for applicants and prospective students. Correspond with prospective students, and coordinate with the Chair to schedule Zoom meetings, and coordinate with the Director of Operations to schedule department visits.
• Update list of alumni contact information.
• Perform other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree preferred.
• Experience working in a public-facing and service-oriented role required.
• Ability to close loops and take initiative to start and complete all duties, responsibilities, and assignments. Proactively and consistently communicate with and update team members about project status and completion.
• Proven and exceptional organizational and problem-solving abilities, and keen attention to detail required.
• Passionate about the arts, design, community service, sustainability, and other creative fields preferred.
• Experience working in an educational setting is preferred, but not required.
• Experience working with students of varying abilities, identities, backgrounds, and nationalities.
• Ability to exude patience and empathy, even when under stress.
• Solid computer skills: Google Suite, Slack, Microsoft Office, Dropbox, Zoom, Adobe Acrobat, Salesforce, and e-signature platforms.
• Familiarity and enthusiasm for working with project management software such as Asana, Airtable, and Notion are a plus.
• Comfortable working with financial and billing related administrative paperwork, reports, and reconciliation. Prior experience is a plus.
• Experience working in a very small, close-knit team with overlapping responsibilities.
• Experience and comfort working in a system with many moving parts, sometimes with demanding timelines and priorities.
• Works well independently and on a team—parity of work ethic, time management, and clear, consistent communication and integrity in both contexts.
• Openness, willingness, and enthusiasm to take on and begin new tasks and projects as assigned by Director of Operations and Department Chair
• Receptive and gracious toward constructive feedback. Eagerness to learn and improve. Enjoys taking on new responsibilities and is accountable for them.

WORKING AT SVA