Administrative Operations Specialist

Description

SUMMARY:

The School of Film/Video Operations Administrator provides a variety of administrative services and assists in the operations and day-to-day administration of the School, as part of a small operations team which shares all these responsibilities. This position covers several areas: Operations, Administration, Events, Communications, and Student/Faculty Services. This position reports to the Associate Director of Operations and works closely with faculty directors of the four programs in the School.

Qualifications

ESSENTIAL JOB FUNCTIONS:

General Duties

• Serve as liaison to the Associate Director of Operations regarding requests submitted by staff, faculty, or students.  
• Ensure confidentiality and control access to sensitive information.
• Provide clerical support for correspondence, reports, proposals and related materials.
• Provide general information about School of Film/Video programs, as appropriate to Institute personnel and outside guests.
• Provide guidance to student workers and freelance staff who assist with administrative and communications functions.
• Data entry to maintain records for the school and support database systems.
• Monitor office supplies and recommend expenditures.
• Other duties as needed. Student/Faculty Services
• Serve as an administrative resource for program directors, faculty, staff, students, and other Institute departments on a variety of matters (i.e., degree progress, enrollment issues, course schedules, course support, student review schedules, recruiting efforts, work orders, personnel/payroll paperwork, absences/work schedules, etc.)
• Understand and execute the student review process each semester, including: coordinate schedules of students and faculty, book rooms (either in-person or online), create handouts/materials for review process, coordinate note takers, and monitor reporting.
• Review, analyze, and make recommendations to the Associate Director of Operations regarding requests submitted by the program directors, staff, faculty, or students (i.e., expenditure requests, personnel matters, etc.)

Administration

• Provide administrative support regarding records and filing systems, electronic information systems and facilities for the School of Film/Video Office and its programs - Character Animation, Experimental Animation, Film Directing Program, and Program in Film and Video.
•  Share responsibilities to review, prioritize, and respond to incoming calls and correspondence on behalf of the School of Film/Video.
• Assist with and research requested information or take necessary steps to address and resolve problems. Reports actions taken to Associate Director of Operations.
• Maintain multiple School of Film/Video online calendars under the supervision of the Associate Director of Operations.
• Archives accomplishments of students, faculty, staff and alumni in school database software.
• Coordinate needs for visiting artists, guests, and models. This includes travel coordination (if needed), creating/maintaining schedules, submitting check requests for payment, etc.

Operations

• Coordinate all materials associated with school classes, course catalog, class schedules and bulletin copy. Maintain course descriptions and syllabi, faculty schedules, and bios as well as ensuring grades, reports and course evaluations are filed and recorded. Coordinate internal student records such as mentor reports and probation actions, working closely with Institute offices and program directors.
• Coordinate classroom assignments each semester.
• Maintain currency and track revisions to policies, procedures and schedules.
• Develop forms, flowcharts, online materials, social media content, etc., to facilitate implementation and dissemination of various school materials, policies and procedures.
• Coordinate use of student cubicles and workspaces School-wide. Coordinate sign ups, collection and refunding of deposits, maintenance of records, and mapping of workspace areas. Perform regular walk-throughs of hallways and classrooms to ensure orderliness. Coordinate walkthroughs of cubicle/workspace areas with the Manager of Production Services. Assist in creating a safe environment for students, faculty, and staff.

Events

• Provide assistance in managing administrative functions such as organizing, coordinating, scheduling and implementing activities as assigned by the Associate Director of Operations including: o Registration o School and program meetings o Portfolio Day o Receptions and parties o Potential student visits o Visiting artists o Student showcase and festivals
• Attend events as needed

Communications

• Coordinate web content