Fashion Institute of Technology Executive Assistant/Concierge- Center for Continuing and Professional Studies in New York, New York
About Fashion Institute of Technology:
The Fashion Institute of Technology (FIT), part of the State University of New York and an internationally renowned college of art, design, business and technology with a strong emphasis on liberal arts, invites applications for an Executive Assistant/Concierge in the Center for Continuing and Professional Studies (CCPS).
Provide daily administrative support to the Executive Director. Coordinate and follow up on Executive Director's administrative activities and projects. Maintain the calendar required for the Executive Director. Oversee schedule and commitments with key administrators, Deans, faculty, staff and students. Coordinate office workflow; screen, review and respond to mail, screen internal and external phone calls, oversee the filing system, respond to inquiries independently. Maintain confidential files. Monitor and follow-up on all correspondence that require responses. Take and transcribe minutes at Executive Director's staff meetings.
Act as an adult concierge to help nontraditional students returning to college. Advise and assist adult students to navigate the application, enrollment, and registration processes and overcome barriers to entry. Answer questions about financial aid, prior learning assessment, and transfer of credit.
Provide office management, including planning, prioritizing organizing and supervising the administrative activities of the office. Supervise and coordinate the responsibilities of the support staff including: distribution and prioritizing of assignments and overseeing work to ensure its accuracy and quality. Monitor office staffing and coverage needs.
Responsible for Bi-Tech budget management for CCPS. Order all office supplies, complete and submit purchase orders, track all orders, and follow the process through completion. Analyze and interpret budget activities for all departments within the Center of Continuing and Professional Studies. Research budget requests and produce financial statistical reports. Provide assistance to program coordinators. Gather pertinent data to develop budget projects.
Maintain and update the Executive Director's calendar.
Maintain/Update CCPS vacation calendar.
Act as Proxy to approve CCPS timesheets and leave reports.
Order office supplies and equipment for the CCPS office.
Ensure CCPS invoices are processed through the Finance Enterprise accounting system.
Assist CCPS staff with travel requirements and completion of all travel forms.
Assist CCPS staff with any administrative issues.
Special projects as needed.
Act as concierge to help nontraditional students returning to college.
Assist adult students navigate the application, enrollment, and registration processes and overcome barriers to entry.
Answer questions about financial aid, prior learning assessment, and transfer of credit.
Update spreadsheets with list of courses. Delete or add courses not indicated on the original spreadsheet.
Work with External Relations to ensure courses are properly listed on the CCPS website. Make any necessary updates after edits are completed.
Monitor the website and make any necessary updates to the course listings.
Update CCPS website to ensure credit registration dates, and future credit term dates are correct.
Obtain credit courses from the Registrar's Office for each of the following semesters: Winter, Spring, Summer 1, Summer 2, Fall.
Prepare and update of Senior Learners information - registration forms, registration overview. Ensure information is posted on the Senior Learners website.
Other duties as assigned.
Bachelor's degree required,
Five years of administrative work experience, assuming progressively more responsibility required
Three to five years of academic advising experience in post-secondary education in a university environment preferred.
Excellent project management skills, strong attention to detail, and ability to multi-task with demanding timeframes.
Excellent writing skills.
Strong interpersonal skills.
Problem-solving and critical thinking.
Detailed and task oriented.
Supportive, detail-oriented, team-oriented, flexible and independent worker, and self-starter.
Read Comprehend- Constant; Perform Calculations- Frequent; Communicate Orally- Constant; Reason & Analyze- Constant; Write- Constant
Sit- Frequent; Stand-Occasional; Bend- Occasional; Walk- Occasional; Climb- Occasional; Pull- Occasional; Push- Occasional; Lift<10- Occasional; Lift 10-20- Occasional; Lift over 50- Occasional; Reach- Occasional
Work Schedule subject to change based on needs of the department.
Salary Schedule 95
This is an in-person position.
In order to be considered for the position, you must submit the following documents online:
\* Cover letter
\* A list of three (3) professional references with telephone numbers and email addresses
Please note successful completion of a background check is required for appointment to this position once an offer has been made.
Due to the high volume of applications we receive, we are unable to contact each applicant individually regarding his or her application status.
FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals. Applications from minorities, women, veterans, and persons with disabilities are encouraged. Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212-217-3360, email@example.com.