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Executive Assistant/Concierge- Center for Continuing and Professional Studies

Employer
Fashion Institute of Technology
Location
New York, United States
Salary
Salary Commensurate with experience
Date posted
Sep 13, 2021

Job Details

The Executive Assistant/Concierge will 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.


Requirements:

  • 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. 

MENTAL REQUIREMENTS

Read Comprehend- Constant; Perform Calculations- Frequent; Communicate Orally- Constant; Reason & Analyze- Constant; Write- Constant

WORKING ENVIRONMENT

Office

PHYSICAL REQUIREMENTS

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

 


Additional Information:

Work Schedule subject to change based on needs of the department.

Salary Schedule 95

This is an in-person position.

 

Company

FIT

The Fashion Institute of Technology (FIT), State University of New York, is a premier institution for fashion, art, communications, business and technology. With name recognition around the world, FIT is an innovative center uniting more than 1,000 instructors and over 10,000 students to ensure academic and creative excellence on its Chelsea campus in Manhattan.. Providing an uncommon blend of practical experience and theory on a foundation of arts and sciences, FIT offers a wide range of affordable programs that foster innovation, collaboration, and a global perspective. FIT draws on its New York City location to provide a vibrant, creative environment for learning, exploration, and research. The college offers nearly 50 majors and grants AAS, BFA, BS, MA, MFA, and MPS degrees, preparing students for professional success and leadership in the new creative economy.

Occupying an entire city block in Chelsea, our vibrant campus presents the best of college life. Go just a little farther, and explore the best New York City has to offer. FIT/NYC—synergy!

At FIT, we live and breathe urban energy. We’re woven into the fabric of New York City. It’s not about the concrete (our campus has a lot!); it’s about the life, the passion, the vibe. You can see and feel it everywhere on campus.

FIT

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