Administrative Assistant

Administrative AssistantUnder the direction of the Director of Operations, the Administrative Assistant provides day-to-day administrative and operational support to the BFA Animation Department, with an emphasis on front-line communication, departmental records and databases, inventory management, event logistics, and general office support. Working closely with the Director of Operations and department staff, the Administrative Assistant helps ensure that the department's daily operations run smoothly and that students, faculty, staff, guests, and visitors receive timely and helpful support.The BFA Animation program is a hands-on, four-year degree that immerses students in traditional, stop-motion, and computer animation.Duties & ResponsibilitiesAdministrative & Office SupportServe as the initial point of contact for general departmental inquiries and provide friendly, professional reception in person, by phone, and online.Provide day-to-day administrative support to the Director of Operations and department staff, including scheduling, filing, data entry, document preparation, mail and package distribution, and coordinating shipping and mailing services.Maintain organized digital and physical records, departmental documentation, office supplies, promotional materials, and facility inventory, ensuring essential resources are stocked and reporting equipment, supply, or facility needs as needed.Assist with departmental projects involving design and promotional materials, ensuring consistency with SVA and BFA Animation branding.Coordinate departmental staff meetings, communications, and follow-up.Perform other job-related duties as assigned.Databases & Information ManagementMaintain and update departmental databases and contact lists, including mailing lists, alumni records, sound designer and composer submissions, vendors, thesis archives, and the BFA Animation talent directory, ensuring information is accurate, organized, and up to date.Collect, organize, and track information for departmental reports, communications, events, and other initiatives, including event attendance, ticket availability, and annual programming, and assist with preparing related statistics and summaries as needed.Event & Program SupportProvide logistical and administrative support for year-round BFA Animation events and programs, including screenings, artist talks, exhibitions, admissions events, and other departmental initiatives.Assist with event setup and breakdown, registration and check-in, preparation of materials, guest support, event calendar updates, and pre- and post-event communications, including reminders, thank-you messages, and surveys.Provide on-site and operational support for selected animation-related conferences, events, festivals, and off-site activities as needed, including other event-related responsibilities assigned by the Director of Operations.Communications & Outreach SupportProvide administrative support for departmental communications, including social media, newsletters, event calendars, and routine announcements, and assist with preparing and distributing content across appropriate channels.Research, collect, and organize relevant announcements, opportunities, events, student and alumni news, and promotional materials for BFA Animation communications and SVA Today/Now newsletters.Minimum QualificationsEducation: Bachelor's degree, or an equivalent combination of education and experience in administrative support, office operations, or creative arts coordination.Technical Skills: Proficiency in Google Workspace, Adobe Creative Suites (specifically Photoshop).Exceptional written, verbal, and interpersonal communication skills, with a track record of maintaining diplomacy and professionalism across in-person, phone, and digital channels.Demonstrated ability to manage, update, and organize digital databases, contact lists, and record systems with high accuracy.Strong organizational and multi-tasking skills with proven ability to manage competing priorities, maintain focus in a busy office environment, and work independently.Proven ability to interact effectively and politely with diverse audiences, including students, faculty, staff, high-level administration, vendors, and external guests.Preferred QualificationsPassion for or background knowledge of animation, film, digital media, or creative production processes (e.g., working with thesis archives, sound/composer submissions).Experience working within higher education, an academic environment, or an arts/media organization.Practical graphic design experience or training, with the ability to assist in crafting promotional and marketing materials that align with established brand guidelines.Hands-on experience supporting on-site and virtual events, including logistics, registration, setup/breakdown, and post-event follow-up.Experience drafting or compiling content for newsletters, email blasts, social media channels, or internal announcements.Knowledge, Skills and AbilitiesUnderstanding of standard administrative procedures, database management, and event execution basics.Basic understanding of visual consistency and brand guidelines.Skilled in Google Workspace, Microsoft Office Suite, basic Adobe Creative Cloud (Photoshop), and social media platforms.Clear written and verbal communication skills with strong attention to detail and customer service.Multi-tasking, file management, and tracking data across multiple lists and directories.Ability to maintain strict confidentiality and exercise exceptional diplomacy and tact when managing sensitive student information, inquiries, and personal matters.Ability to work independently, prioritize tasks, and solve problems creatively.Ability to work well on a team, maintain professionalism under pressure, and interact with a diverse community, including students, faculty, staff, leadership, and external guests.Physical Requirements and Working ConditionsLocation: 133/141 West 21st Street, 7th floor, New York, NY 10011Schedule: Full-Time, Monday - Friday, OnsiteSummer Semester: Monday–Friday, 9:00 AM–5:00 PMFall & Spring Semesters: Monday–Friday, 8:30 AM–4:30 PMFlexibility: Occasional evening or weekend availability required to support departmental events, screenings, student thesis presentations, and peak operational deadlines.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. Employees will be required to maintain the same standard work schedule and hours as they would in the office.Physical Demands Movement & Mobility: Frequently moves across multi-floor departmental facilities to conduct tours, set up events, manage logistics, and deliver mailings.Event Setup & Catering Logistics: Occasionally lifts, carries, positions, or moves event supplies, signage, promotional materials, and catering setups up to 25 lbs.Stationary Work: Frequently operates a computer workstation, handles administrative correspondence, and responds to digital and phone inquiries.Application InstructionsTo be considered for this position, candidates must submit the following:Cover Letter: Expressing your interest in the position and outlining how your background aligns with the responsibilities and qualifications.Résumé or CV: Highlighting relevant experience, supervisory background, and key achievements.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.The School of Visual Arts is an equal opportunity employer. Diversity and inclusion are core principles 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.