Program Coordinator - Academic & Student Operations

Program Coordinator – Academic & Student Operations

Location: New York, NY – Washington Square Campus Area (10003)

Work Schedule: Fully Onsite / In-Person (Monday – Friday, 35 hours/week)

Pay Range: $30.00 – $40.00 / hour (Strict W2 Only)

Duration: 3 Months Contract (With potential for extension)

Target Start Date: ASAP / Immediate

Status: Open to Direct W2 Applicants Only (No C2C / No Third Parties / No 1099 / No W2 Referrals)

Position Overview

We are seeking an organized, technically agile, and collaborative Program Coordinator to support the academic operations and student services functions of a prominent Museum Studies program within a world-class university system. Sitting directly on the vibrant Washington Square Campus, this role is the administrative backbone of the department—serving as a central point of contact for students, faculty, and alumni while keeping day-to-day office operations running flawlessly.

This is an exceptional opportunity for an administrative or academic operations professional who thrives in a fast-paced environment, excels at data organization, and enjoys building community through clean, structured communication.

Key Responsibilities

Digital Communication & Media Management

• Career Network Curation: Manage and curate the weekly Jobs & Internships Digest, proactively compiling and distributing targeted professional and academic opportunities to a robust network of current students and alumni.
• Email & Campaign Administration: Create, update, and maintain comprehensive departmental distribution lists and Mailchimp tags to streamline alumni outreach and community marketing campaigns.
• Routine Correspondence: Draft clear, engaging, and professional routine office communications, announcements, and direct student emails.

Office Operations & Data Coordination

• Data Intake & Tracking: Build and manage tailored Google Forms (for RSVPs, workshop feedback, and academic surveys) and structure tracking spreadsheets to manage crucial student workflows (such as course waitlist registrations).
• Scheduling Logistics: Help populate, update, and maintain a newly established student events and academic calendar to maximize programmatic engagement.
• Inventory Management: Organize, audit, and track physical office supplies, building out a centralized inventory spreadsheet to streamline procurement.

Information Architecture & Office Support

• Shared Drive Architecture: Collaborate with department leadership to audit, clean, reorganize, and maintain the team's shared file network and digital drives for maximum efficiency.
• Front-Office Desk Coverage: Provide essential daily office presence, answering incoming telephone inquiries, routing messages accurately, and warmly greeting faculty and students.

Required Skills & Experience

• Professional Pedigree: At least 2 years of administrative support, office coordination, or student services experience (prior experience working within a higher education, academic department, or non-profit/museum framework is highly preferred).
• Technical Agility: Mastery of Google Workspace apps (Advanced Google Sheets, Docs, and Google Forms) and core database handling.
• Marketing & Email Software: Direct hands-on experience utilizing Mailchimp or similar marketing automation platforms for list segmentation and tagging.
• File Architecture Skills: Demonstrated ability to organize messy digital filing systems or shared servers into intuitive structures.
• Soft Skills: Outstanding written and verbal communication skills; a service-oriented mindset with sharp attention to detail and zero hesitation to multitask under shifting daily priorities.