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Department Coordinator, History of Art

Employer
Fashion Institute of Technology
Location
New York City, New York (US)
Salary
$60,685 - $65,035 per year
Date posted
Mar 26, 2024
Website
https://www.fitnyc.edu

View more

Position Type
Administrative
Employment Level
Administrative
Employment Type
Full Time

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 nominations and applications for a Department Coordinator.

 


JOB DESCRIPTION:

Under the supervision of the Department Chair and Assistant Chair, with latitude for independent judgment, provides administrative and project support in the operation of the department and Art History and Museum Professions major.

Responsibilities & Essential Functions:

Faculty and Student Support 

  • Compose reports (e.g., class rosters, faculty assignment reports, class enrollments, student  grades, students/faculty ID numbers, etc.) utilizing Hyperion/Banner System. 
  • Review class schedules for accuracy and conformity to Banner requirements. Communicates  changes/errors to the Registrar's department.
  • Advise students during registration with selecting classes available in the History of Art  Department and AHMP major. 
  • Maintain up-to-the-minute knowledge of full/open sections to assist with student registration  during Add/Drop period. 
  • Guide students, including AHMP majors, regarding online registration procedures and General  Education and major requirements. 
  • Analyze certification and attendance rosters. Follow-up on certification rosters and final grades  with faculty members to ensure compliance with deadlines. 
  • Organize coverage for absent faculty according to AOP listing; contact substitute faculty and  enter required data into the FARS system. 
  • Ensure classrooms are properly equipped with needed technology. Consult with Chairperson,  Assistant Chairperson, Dean and Registrar when room changes are required to accommodate  pedagogic requirements such as internet access, digital projectors, and screens. 
  • Liaise with Buildings and Grounds regarding classroom and office infrastructure issues, e.g., window shades, lights, climate control.

Administrative Support/Office Supervision 

  • Advise Chairperson and Assistant Chairperson of college/departmental policies. Maintain a  broad knowledge of college policies and procedures, with emphasis on how they affect  department and the AHMP major and implement as required. 
  • Maintains department pedagogic information. 
  • Maintain department calendar.  
  • Coordinate the Tenure and Promotion procedures, in conjunction with the Chair and T & P Chair; prepare and arrange for retrieval of data for meetings and follow-up as needed.  
  • Notify full-time faculty and adjuncts of meetings. 
  • Develop and/or improve forms/templates including observation schedules, class schedules etc.
  • Support hiring of visiting faculty of AHMP and HA courses; ensure completion of all documentation, track, and follow-up on status with various offices.  
  • Compose and prepare documents, correspondence, memos, and reports under own signature  or to be signed by the Chairperson and/or Assistant Chair. 
  • Manage student aides; train, assign tasks, and follow-up on completion of duties.
  • Responsible for the proper functioning of technology and coordinate/negotiate needed services with IT. 
  • Manage on-going activities during the absence of Chairpersons. Keep Chairpersons advised of important situations or problems occurring ln the office. 
  • Input new courses and course changes in CIM.  
  • Provide guidance to faculty; ensure their classes follow college and department procedures and  practices. Activate voicemail and retrieve messages, verify email, and arrange for various  account set-ups. Order, distribute, and track keys for faculty. Assign office space and distribute  needed materials. 
  • Handles telephones calls; respond to routine requests, synthesize complex information and  routes inquiries appropriately. Handles department mailings and postings and assists with department listserv. 
  • Interface with the other departments within the School of Liberal Arts.

George T. Dorsch Adjunct Fellowship and Student Scholarship 

  • Administer the annual George T. Dorsch Adjunct Fellowship and Student Scholarship, including  fielding questions from potential applicants, maintain confidential applicant files, distribute  applications to award committee members, and send letters to rejected/accepted candidates. 
  • Collaborate with FIT Foundation on necessary requirements and advise Chair.
  • Coordinate payments to award winners. 
  • Coordinates annual Dorsch award ceremony, including room scheduling, AV needs, refreshments, publicity.

Budget/Purchasing Management

  • Maintain departmental budget records; obtain appropriate approvals and follow-up work orders ln workflow as necessary to ensure appropriate action has been completed.
  • Monitor petty cash according to guidelines. 
  • Prepare vouchers and purchase requisitions for approval. 
  • Verify budget information and advise Chair/Dean's office of anticipated modifications.
  • Independently maintain department supply inventory, update vendor prices, and prepare purchase requisitions.

Art History and Museum Professions Major (AHMP) 

  • Respond to inquiries regarding program; answer questions from prospective students, provide marketing material, raise complex Issues to major coordinator/Assistant Chair for resolution.
  • Maintain familiarity with AHMP curriculum and its changes; distribute appropriate curriculum checklist.  
  • Assist major coordinator/Assistant Chair with presentations; arranging production of marketing  material, coordinating travel and T&E expense submissions.  
  • Coordinate new student orientation and other events; prepare and distribute invitations, space  planning, and prepare dining services. 
  • Coordinate AHMP program review; ensure year-over-year statistical data on program is  accurate and up to date; compile results of strategic plan and SUNY requirements into  comprehensive report for overseers. 
  • Assist in follow-up with and tracking of program alumni; update profiles and professional  activities. 
  • Coordinate guest-lecturer visits, including scheduling, room reservations, and honoraria payments. 
  • Oversee AHMP display case in B-Building 6th-floor hallway.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

 


REQUIREMENTS:

Minimum Qualifications:

  • Bachelor's degree required.
  • 2-4 years of appropriate business experience required.

Preferred Qualifications:

  • 5 years of administrative experience.

Knowledge, Skills, & Abilities:

  • Experience with diverse populations.
  • Experience organizing and implementing office procedures and systems.
  • Must be detail oriented.
  • Ability to conduct research.
  • Demonstrated verbal and written communication skills.
  • Must be customer oriented.
  • Experience with Google applications, Banner, Hyperion, DegreeWorks, Finance Enterprise, 25Live, FARS, and Argos 

 


ADDITIONAL INFORMATION:

Please note all offers of employment are contingent upon successful completion of the background check process.

Salary 

Salary: $60,685 - $65,035 per year

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment. Hiring Salary: $60,685 to $65,035 per year with step increments per Salary Schedule 92, after one year of service and annually thereafter.

Work Schedule

Days/Hours: M-F, 8:30am-4:30pm, in person; work schedule subject to change based on needs of the department.

Benefits

The Fashion Institute of Technology (FIT) provides comprehensive employee benefit programs designed to help keep our faculty and staff and their families healthy, safe, happy, and productive. Our programs also include a variety of components to help our employees improve the quality and balance of their work and family lives, and to help them prepare for their futures.

  • Retirement Plans
  • Health Care Plan and Dental Plan
  • Employee Assistance Program
  • Flexible Spending Account
  • Commuter Benefit Plan
  • FIT Tuition Exemption Program
  • Paid Time Off (Vacation, Personal, Sick and Holidays) 
  • 4-day Summer Workweek
  • Qualifying Employer for the Public Service Loan Forgiveness (PSLF) Program

For a full list of FIT benefits, visit our benefits webpage.

Pay Equity by State Employers

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Visa Sponsorship 

Fashion Institute of Technology is not able to provide visa sponsorship for this position.

Equal Employment Opportunity (EEO) Statement

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, titleix@fitnyc.edu.   

Americans with Disabilities Act (ADA) Requirements

This position will be required to constantly read and comprehend, occasionally perform calculations, constantly verbally communicate, frequently analyze, and constantly write. The working conditions for this position will be on campus primarily in an office environment. The physical requirement for this position will require occasional sitting, constant standing, occasional bending, frequent walking, and occasional lifting 10 lbs. or less. 

 


APPLICATION INSTRUCTIONS:

In order to considered for this position, please submit the following documents online:

  • Resume
  • Cover letter
  • Unofficial transcript 
  • A list of three references with telephone numbers and email addresses

Returning Applicants - Login to your FITNYC Careers Account to check your submitted application materials.

Review of applications will begin immediately until the position is filled.

Please note that due to the volume of applications, we will not be able to contact each applicant individually.

Additional information about the Fashion Institute of Technology can be found at: http://www.fitnyc.edu.

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