The Pratt Munson College of Art and Design, a division of Munson, located in Utica, NY is seeking a full time Administrative Assistant to provide administrative support for the College and Munson Community Arts Education (MCA) programs. The Administrative Assistant responsibilities include daily office tasks, enrollment registration of MCA (non-credit) students, routine bookkeeping, finance and office-related functions, mail distribution, ordering and assistance to students (credit and non-credit), staff, faculty, and the general public.

OUR CULTURE:

ESSENTIAL JOB FUNCTIONS:

• Ensure and promote proactive and prompt student/public service in a professional, welcoming, and courteous manner by answering phones, directing calls, responding to email inquiries, providing information on classes, events, and by acting as first point of contact for the School of Art.
• Maintain a professional public reception area by keeping the front and back office and desk visually clean and clear. Maintain and organize the shared physical and digital space daily in collaboration with evening and weekend PT reception staff. Be punctual and maintain the publicly posted reception office hours.
• Assist with sales and enrollment of MCA classes.
  • Sales - understand class offerings, answer inquiries from current and prospective MCA students and suggest alternative courses to students if a course is at full enrollment or under enrolled and must be canceled.
  • Enrollment - perform various aspects of registering students on an ongoing basis over 3 semesters; process registrations either through on-line or by manual entry; ensuring receipts and materials lists are sent to enrolled students. Notify students of class cancellations for low enrollment or other reasons. Perform routine data entry (database, class supplements, reports, scholarship tracking, etc.) in registration software.
  • Rosters - Proactively prepare, proof, and print accurate student rosters and class supplements for instructors in advance of MCA course start dates.
• Receive, sort and distribute all School of Art incoming mail to faculty, staff, and Pratt Munson student mailboxes daily. Receive student and staff package deliveries, sort, notify recipients, and coordinate pick-up of packages from the reception desk. Distribute interoffice mail daily in a timely manner within an established schedule.
• Perform finance-related duties by cashing in/out, completing deposit transmittals on a daily basis. Receive, prepare and submit purchase orders promptly as approved by the Dean to vendors for instructional supplies as requested by faculty and staff. Receive and prepare timely payment requests for vendor purchase orders and faculty reimbursement requests for the purchase of instructional supplies.
• Maintain the pool of current figure model contacts to support college and MCA course curriculums; organize and receive faculty model requests; schedule all models in advance of each semester; prepare payments; manage advertising for new models; and assess incoming applications and hiring of models.
• Provide service to students by working with Retail Operations Manager to stock and sell art supplies from the Reception area as an extension of the Campus Store.
• Support school functions by performing other administrative duties; assist in training PT Reception staff; receive artwork for student exhibitions; and general administrative support for faculty.
• Other responsibilities
  • Perform other duties as required
  • May be asked to serve on Munson interdivisional committees
  • May be asked to work at special events

• Required: Associate’s Degree in office management or equivalent with a minimum of 1 year of job-related experience or equivalent combination of degree and/or experience.
• Demonstrated ability to take initiative and exercise flexibility/adaptability as a part of a small, dynamic team is essential.
• Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction;
• Excellent communication skills and professional interpersonal skills to interact with Munson staff and faculty, students and other Munson constituents.
• Critical thinking, consensus building, and problem-solving skills;
• Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects; and
• Ability to read budget reports and accurately prepare fiscal documents and forms.

SUPERVISORY RESPONSIBILITIES:
The College of Art Office Administrative Assistant has no direct supervisory responsibilities but does hire and schedule figure models on a semester basis.

COMPUTER MACHINE & EQUIPMENT SKILLS:
Computer literacy in database management, Microsoft and Google software expertise, demonstrated ability to learn budget workflow software, the ability to learn specialized software related to education and admissions, and the ability to operate general office equipment.