Department Assistant

Department Assistant

Under the direction of the Department Chair and the Director of Operations, the Department Assistant serves as the primary point of contact and manages the administrative functions of the BFA Advertising and BFA Design departments. Responsibilities include general office management, student appointment scheduling and management, and assisting with department events and initiatives. This position requires a welcoming professional demeanor, stellar organizational skills, and the ability to manage competing priorities in a collaborative, creative environment.

The BFA Advertising and BFA Design departments work in tandem to create an active, evolving, and team-based office that supports our students academically and professionally. Members of the small (but mighty) office work closely with one another on long-form projects and recurring yearly deadlines as we support our students in competitions, portfolios, and an array of on-campus events aimed at giving them the best experience SVA has to offer, and fostering world-class young designers.

Duties and Responsibilities

• Serve as the primary receptionist, welcoming and directing students, faculty, and guests.
• Schedule in-person and virtual student appointments for the Department Chair, Director of Operations, and Curriculum Coordinator.
• Process invoices, requisitions, monthly expenses, and payments for the Department Chair, Director of Operations, guest lecturers, freelancers, and substitute instructors.
• Retrieve transcripts, facilitate Independent Study requests, and clear students for graduation portfolio reviews (including archiving entries).
• Coordinate the reservation and scheduling of department meeting spaces.
• Maintain general office upkeep, including keeping communal supply areas in order and sharing basic kitchen cleanup. Order and manage inventory for office and student supplies.
• Receive incoming shipments and assist with moving materials, supplies, and student artwork for exhibitions and events.
• Assist the Department Chair with executive support, including drafting recommendations and visa letters; conduct preliminary research on plagiarism accusations as needed.
• Maintain registration databases for Senior Industry Day, workshops, and other departmental initiatives.
• Provide hands-on support for key SVA events, including Accepted Students Day, Open House, Orientation, and Industry Day.
• Assist staff and students with submitting competition entries.
• Perform other job-related duties or special projects as assigned.

Minimum 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

Preferred 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.

Knowledge, Skills, and Abilities

• 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.

Physical Requirements (or Working Conditions)

• Schedule: Part-Time (3 days/week, 21 hours/week), Onsite (remote work not available).
• 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.

Application Instructions

To be considered for this position, candidates must submit the following:

• Cover Letter: Describe your interest in the position and how your qualifications meet the stated requirements.
• Rsum or CV: Include relevant experience and key responsibilities.

Working at SVA

The School of Visual Arts has been a leader in the education of artists, designers, and creative professionals for more than seven decades. With a faculty of distinguished working professionals, a dynamic curriculum, and an emphasis on critical thinking, SVA is a catalyst for innovation and social responsibility. Comprising over 7,000 students at its Manhattan campus and over 41,000 alumni from 128 countries, SVA also represents one of the most influential artistic communities in the world. For more information about the College's 30 undergraduate and graduate degree programs.

The School of Visual Arts is an equal opportunity employer. Diversity and inclusion is a core principle of the College. SVA enjoys a community that represents a significant number of historically underrepresented communities, ethnic and religious backgrounds, gender identities, diverse abilities, and foreign countries, and all are encouraged to apply.