Program Coordinator MA & Global Programs at the Sotheby’s Institute of Art

Job Title: Program Coordinator, MA & Global Programs
Department: SIA-NY
Reports to: Senior Program Manager, MA & Global Programs
FLSA Status: Exempt
Classification: Regular, Full-time
Prepared by: Human Resources
Prepared Date: July 2021

*Professional written and spoken language skills in English and Mandarin Chinese are required. *

Position Purpose

To facilitate the smooth operation of the master’s degree programs; the Program Coordinator provides professional, diplomatic, collegial support to the Senior Program Manager, Program Directors and faculty/staff throughout SIA and its related communities. The role involves both administrative functions and student services and includes substantial responsibility for the coordination of MA programs, syllabi
reviews, guest speakers, site visits, and field study trips. The Program Coordinator is responsible for the smooth administration of the day-to-day operations of the MA programs, providing a professional and pleasant academic administrative experience for students, and facilitating the coordination of the academic programs in concert with the Senior Program Manager.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following, but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position. Duties are based on the need of the Senior Program Manager and may vary slightly from program to program. Other duties may be assigned.

Program Administration

  • Assist Senior Program Manager with troubleshooting and resolving administrative and program issues.
  • Facilitate administrative support for Senior Program Manager, Program Directors, and faculty.
  • Coordinate course/room scheduling and updates.
  • Manage guest lecturer payments and invoicing with comprehensive spreadsheet for budgeting and reference.
  • Manage guest lecturer and site visit follow-up (thank-you notes, thank- you gifts, etc.).
  • Work with faculty to troubleshoot administrative issues and provide course management support
  • Draft and post program announcements as needed, and in concert with other departments
  • Provide seminar/section support where needed (ensuring classrooms are reserved, instructors have access to LMS and IT support, posting announcements, sending messages, etc.).

Travel

  • Schedule local off-site visits and ensure students have directions, if needed.
  • Initiate contact with museums, private organizations, and individuals that the programs will visit to determine logistical requirements and confirmation.
  • Liaise with travel agency as necessary regarding bookings and as instructed by the Senior Program Manager.
  • Plan and participate in site visits and study trips as directed; this may involve as much as 3 weeks of travel each academic year and may include weekends and evenings.
  • Source and format maps and materials; compile student travel folders for each student containing itinerary, maps, and other pertinent information.
  • Follow up after trips to ensure that final payments, thank-you notes, and gifts are sent.
  • Maintain files on destinations (including potential areas of interest) and assist in the maintenance of travel material archive.

Admissions and Events

  • Actively participate in the planning and execution of new student orientation, graduation, Open Days and other Institute events.
  • Participate in admissions and recruitment presentations as directed.
  • Attend general staff meetings and professional development seminars and serve on committees as assigned.
  • Assist other programs and departments where needed.

Student Services

  • Coordinate with Senior Program Manager to assist incoming students; compile and distribute summer mailings and orientation information; plan and staff orientation programming; assist in revisions and updates to annual New Student Welcome Page (online).
  • Assist in the coordination of information sessions, receptions, and student orientations. Direct students to appropriate academic advisor or departmental manager, when necessary.
  • Assist in developing and implementing new or revised program policies, goals, and objectives; present recommendations to appropriate committee and/or administrator.

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Excellent organization skills, detail-oriented, and proactive
  • Proficient in Microsoft Word, Excel, Outlook, and PowerPoint and Google Applications
  • Ability to travel locally, nationally, and internationally
  • Demonstrate professionalism and diplomacy in interpersonal relationships
  • Support and embrace diversity and inclusiveness
  • Regular weekday (Monday-Friday) attendance/availability is required during core business hours
  • Ability to work additional hours, when necessary

Education, Work Experience and/or Licensure

  • US Citizenship or Permanent Residence Status required
  • B.A. required, M.A. in a visual arts field or student affairs preferred
  • Prior administrative experience in demanding environment • Experience in higher education setting desirable

Language Skills

  • Professional written and spoken language skills in English and Mandarin Chinese are required

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to sit, stand, walk, travel up and down stairs, crouch, stoop and reach.
  • Ability to lift up to 25 lbs.

Work Environment

  • The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Basic office environment
  • Airplane, coach, train travel

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Sotheby’s Institute of Art NY reserves the right to modify this job description in its sole discretion. BrandEd is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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