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School of Art Office Manager

Munson-Williams-Proctor Arts Institute

This is a Full-time position in Utica, NY posted February 21, 2021.

Manager: Dean School of Art/PrattMWP Admissions DirectorPosition SummaryThe School of Art Office Manager serves multiple roles within the administration of the School of Art. These roles include aiding the Dean with confidential clerical, administrative and office duties. The responsibilities to the Dean’s Office include coordinating budget workflow and accounting for School of Art expenditures as well as maintaining the Dean’s schedule. In addition to assisting the Dean, the Office Manager will work with the Admissions team on all aspects of the PrattMWP admissions cycle. Responsibilities to the Admissions Director include preparing admissions mailings, assistance with timely communication with prospective students, assistance with data entry, help monitor admissions budget and answering the admissions telephone line.Our CultureThe School of Art Office Manager will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the Institution.Accountabilities the Dean’s Office: 50%* Provide exceptional customer service to all internal and external customers (students, parents, staff, faculty, visitors) as an initial point of contact for the School of Art.* Schedule appointments and maintain the Dean’s calendar.* Prepare routine PrattMWP and CAE correspondence, faculty contract letters, and adjunct contract letters, annual reviews, and promotion review paperwork.* Prepare and compile reports as required.* Provide PrattMWP and CAE budget support through budget spreadsheets and purchase order requests.* Work with Committee Chairs on scheduling appointments.* Recording and distribution of meeting minutes.* General office duties as required.Accountabilities to the Admissions Office: 50%* Prepares all mailings on an ongoing basis, includes all types of admissions related mailings such as invitations to events; view books and pamphlets to prospects.* Process portfolio review forms from all portfolio days; enters scores and events into Colleague. Help process postcards from each event.* Processes daily mail, upload supporting documents such as SAT/ACT, transcripts, TOEFL scores portfolio review forms in docuware.* Assist in monitoring and submitting payment requests and bills to finance (including travel reports from counselors and faculty) for payment as well as monitoring budget spreadsheets and monthly reports from finance.* General office duties as requiredThe position requires a minimum formal education of a Bachelor’s Degree with a minimum of 1 year of job-related experience desired. Equivalent experience of 4-6 years as an executive administrative assistant or office manager considered for candidates without a Bachelor’s degree. Computer literacy in database management, Microsoft and Google software expertise, excellent interpersonal skills, demonstrated initiative, and ability to switch roles as necessary as part of a small, dynamic team are essential qualities.The position requires thorough knowledge of Microsoft and Google office and budget workflow software, and the ability to learn specialized software related to education and admissions.Must possess the ability to work with diverse groups of people, ranging from prospective students and parents to faculty and staff. Must possess the ability to create and accurately maintain budget spreadsheets and reports.The position does not include functional oversight of other employees.Munson-Williams-Proctor Arts Institute is an equal opportunity employer.To Apply:Send cover letter, resume, and contact information for three professional references to:Munson-Williams-Proctor Arts InstituteSchool of Art Office Manager Search310 Genesee StreetUtica, New York 13502hrjobs@mwpai.edu315/797-0000, ext. 2108EOE