Program Assistant

Program Assistant Responsible for reception and general administrative, academic, and financial support for busy academic office for the Visual Arts Program at the School of the Arts. Responsibilities Acts as first contact for visitors to the office of the Visual Arts Program answers heavy volume of phone, e-mail, and walk-in inquiries from students, faculty, staff, and visitors; provides general program; routes mail and phone inquiries and writes responses to general inquiries, including confidential items. Creates and maintains schedule for student workers in the office, including events and tours. Manages daily responsibilities of the student workers in the Visual Arts Office with the Director of Academic Administration. Coordinates and communicates student schedules for the MFA, Undergraduate and Summer programs for Visual Arts, including weekly email updates and rescheduled classes. Assists the Assistant Director of Academic Administration (ADAA) with all Visual Arts events, including Open Studio, Open House, Mentor Weeks, First Year and Thesis exhibitions. This includes helping the ADAA with the Thesis catalog. Prepares weekly events listings email and publication materials for Visual Arts. Monitors and works with communications to update Visual Arts website. Assist the ADAA to organize and maintain graduate and undergraduate course registration process and wait lists, coordinates student registration for independent studies and communicate with students regarding registration and program events. Also assists monitoring MFA student registration records, prepares course lists, and updates and assists ADAA monitoring online course bulletins and Directory of Classes to ensure all information is correct. For the Program: Understand and comply with all University business policies that apply to financial transactions. Collect and review all bills and invoices to confirm orders have been received, secure approval for payment from DAA and forward to SOA Business Office, with correct chart string information, for payment. Secure approval from DAA for requests to SOA Business Office for initiation of purchase requisitions and lease contracts, providing contact information and chart strings for such purchases. Make office purchases with P Card, manage P Card usage in accordance with University policies, collect and review all P Card receipts and forward to SOA Business Office, with correct chart string information, for reconciliation of all charges weekly. Work closely with the SOA Business Office to track status of payments on submitted paperwork. Assist DAA in closing all accounts at the end of each fiscal year, including reconciling student employment hours. Supervise work-study students and process time sheets. Manage distribution of payroll and work-study paychecks. Coordinates and orders classroom, workshop and lab supplies and equipment with division faculty from a variety of technical vendors. Maintains inventory of supplies for Visual Arts office and orders replenishments as necessary. Assists to maintain budgets for each class to ensure course fee budgets stay on budget. Assists with Commencement-related tasks at the program level, checking and finalizing students lists for the Commencement program. Monitors the maintenance of all machinery in the Visual Arts office, including computers, copier; calls for repairs when needed; trains other users in the operation of the machines. Assists DAA and ADAA coordinating admissions and faculty search processes, and other Visual Arts events as needed. This includes scheduling committees, hiring help as needed, and answering inquiries. Organizes and archives department files. Works closely with the MAA to give appropriate daily inquiry responses. Assists with department blog for MFA students. Liaises with High School Program Manager and SPS to help provide classrooms and assistance ordering materials for summer classes. Schedules and oversees Model bookings for classes. Hires models through Temporary agency. Other appropriate duties as assigned. Minimum Qualifications High School diploma or equivalent experience required; some college preferred. Three years of related experience required. Excellent oral and written communications skills required. Excellent organizational skills and attention to detail required. Ability to work on multiple concurrent projects with frequent interruptions and minimum supervision required. Proven ability to interact positively and professionally with students and faculty in an academic setting required. Ability to maintain excellent relationships with a variety of University offices to effectively conduct business processes required. Computer experience (Macintosh, some PC) and proficiency with Microsoft, Adobe and Google Suites, Internet and email systems required. Preferred Qualifications Some familiarity with visual arts practices is preferred. Availability for occasional evening and weekend work preferred. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.