Opearations Coordinator - School of Art

Job Summary:

The Pratt Munson College of Art, located in Utica, NY, is seeking a dynamic and organized Operations Coordinator to provide essential administrative and operational support. Reporting directly to the Dean, this position will ensure the smooth daily operations of the School of Art, directly supporting the academic experience for college and community students and faculty, and contributing to the success of Munson events. If you're ready to play a key role in shaping the vibrant academic experience for our students and community, we want to hear from you!

Hours are Monday through Friday, 8:45am to 4:45pm with occasional evening or weekend work, especially during key events and busy academic periods. Duties include general administrative and office support for the Dean, Admissions and Community Arts departments, coordinating faculty contracts and class schedules, working with facilities and IT divisions to help report and oversee facility upkeep, and assisting with signature events such as the Art Market, student orientation, and guest lectures. The position supervises the School of Art reception team, managing mNet software for Community Arts class listings and registration, and expenditure tracking.

Our Culture:

Munson is committed to community engagement and to building a diverse and inclusive workplace. We encourage applications from all qualified candidates, regardless of background, and welcome the unique perspectives and experiences they bring. This position 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 organization.

Essential Job Functions:

Administrative & Office Management

Provide general administrative support for School of Art departments-Dean, Community Arts, and Admissions. This includes:

• Support assessment data collection and reporting
• Assist with faculty and adjunct contracts by working with the Academic Chair, Dean, and HR division to prepare and process contracts
• Help manage class schedules in collaboration with the Academic Chair, Dean, and Registrar
• Support event coordination for Munson Art Market, orientations, guest lectures, and other special events
• Collect and report maintenance, facility, and IT concerns
• Assist with classroom space upkeep
• Plan and execute key events, including biannual Art Markets, faculty and student orientations, guest lectures, community engagement activities, and other special events
• Manage School of Art content on Munson’s mNet software, including class listings, enrollment data, and registration for Munson Community Arts classes.
• Participate in Munson interdivisional committees

Financial & Budgetary Oversight

• Assist in tracking expenditures and reconciling accounts for various budgets, including Pratt Munson Instructional, Community Arts, and Dean’s Office. Help with purchasing instructional materials and maintaining financial records.
• Assist in preparing expense and income projections for annual budgets
• Oversee purchasing of instructional materials and financial transactions for Undergraduate and Community Arts instruction
• Track and report scholarship data to finance
• Process payment requests and deposits in a timely fashion

Supervisory Responsibilities

• Directly oversee and supervise (hiring, onboarding, scheduling, termination, and performance evaluations/counseling) the School of Art reception operations, ensuring efficiency and serving as the main contact for Munson Community Arts and Pratt Munson inquiries
• Provide reception coverage during staff absences
• Oversee the daily operations of the School of Art reception team (3 people), managing day and evening shifts
• Support the team by providing feedback on daily operations and collaborating with supervisors to improve office processes
• Foster a positive and inclusive work environment that aligns with Munson’s values and mission

Knowledge, Skills and Abilities:

• Minimum 1-2 years of experience in administration, management, operations, arts education, or a related field; Associates or Bachelor’s degree preferred.
• 1-3 years of experience in higher education, community arts, or program administration preferred.
• Strong organizational and problem-solving skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills for working with diverse groups.
• Proficiency in database management, financial reporting, and office software (Microsoft, Google Suite, Slate, Colleague, and mNet).
• Ability to work independently, take initiative, and collaborate across departments.
• Experience in budgeting, faculty supervision, and event coordination.
• Strong critical thinking, consensus-building, and problem-solving abilities

Technology & Equipment Proficiency:

• Computer literacy, including expertise in database management, Microsoft and Google Suite, and budget software
• Ability to learn and manage specialized software related to education, admissions, and community arts
• Competence in operating general office equipment

Working Conditions & Environment:

• The position requires occasional evening or weekend work, especially during key events and busy academic periods.
• The Operations Coordinator must be able to manage multiple tasks simultaneously in a dynamic environment.

Location:

This is an on-site position.

The final candidate will be required to complete a post-offer, pre-employment background check.

Munson is an equal opportunity employer.