"Administrative Coordinator - Part-time"

Administrative Coordinator - Part-time

Job #: 042231

Location: New York, NY

Pay Range: $21.63 - $24.52 per hour

Hours: Part-time hours within standard University business hours, 20 hours per week. Standard University business hours: 8:30am - 5:00pm (academic year), 8:00am - 4:30pm (summer). Hours may vary based on operational needs.

Job Type: Part Time

Job Description:

The VPA New York City (VPA NYC) Administrative Coordinator provides essential day-to-day administrative and operational support for the VPA NYC Program. This position ensures the smooth execution of academic programming, guest speaker logistics, student internship tracking, and general office coordination. Serving as a key liaison between the Program Director, students, guest artists, and faculty, the Administrative Associate helps maintain a professional, responsive, and well-organized program environment. This is a part-time, in-person role based in New York City.

Education and Experience:

Minimum Qualifications:

• Associates degree and one to two years of administrative or office experience, preferably in a university, nonprofit, or arts-related environment, or relative equivalent of education and experience.

Preferred Qualifications:

• Experience supporting academic or artistic programs.
• Familiarity with theater or arts administration strongly preferred.

Skills and Knowledge:

• Strong organizational, time management, and clerical skills.
• Excellent interpersonal and communication skills, with a high degree of emotional intelligence.
• Sound judgment and problem-solving skills; ability to adapt to unexpected situations.
• Proficiency in Microsoft Office and Google Workspace required.
• Familiarity with calendar management systems, spreadsheets, and shared drives.
• Experience with social media platforms and light content coordination.
• Ability to handle confidential or sensitive information with discretion.
• Basic understanding of financial transactions and procurement processes is a plus.

Responsibilities:

Program and Student Support: Provide administrative support for the VPA NYC Program Director, including managing the program calendar, correspondence, supply orders, printing/copying, registration assistance, and file management. Serve as a point of contact for student and part-time faculty inquiries. Coordinate weekly guest speaker visits and other program events, including space setup, scheduling, and tech readiness.

Financial and Procurement Coordination: Process financial transactions, including honoraria, reimbursements, and procurement for tickets, supplies, and services. Ensure compliance with university procedures and track expenses to support budget monitoring in close partnership with the VPA Office of Budget & Operations.

Internship Administration: Track student internship placements across all VPA NYC programs. Support collection of required paperwork, maintain contact databases, and prepare internship-related documentation and reports.

Faculty and Course Support: Prepare classroom spaces and instructional materials for faculty and visiting artists. Maintain shared digital folders and course resources. Coordinate with faculty as needed to support instructional logistics. Partner with Syracuse main campus staff, faculty, and administration to align VPA NYC course planning meets University guidelines and practices.

Event and Communication Support: Assist with student and faculty engagement activities, including event logistics, communications, social media coordination, and supporting housing and facility-related needs.

Other duties as assigned.

About Syracuse University:

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the Universitys 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area:

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

To apply, visit https://www.sujobopps.com/postings/110861