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About the Role

The Administrative Assistant provides day-to-day administrative and operational support to the BFA Animation Department, focusing on front-line communication, departmental records, inventory management, event logistics, and general office support to ensure smooth daily operations and provide timely assistance to students, faculty, staff, guests, and visitors.

Responsibilities

Serve as the initial point of contact for general departmental inquiries and provide friendly, professional reception in person, by phone, and online.
Provide day-to-day administrative support to the Director of Operations and department staff, including scheduling, filing, data entry, document preparation, mail and package distribution, and coordinating shipping and mailing services.
Maintain organized digital and physical records, departmental documentation, office supplies, promotional materials, and facility inventory, ensuring essential resources are stocked and reporting equipment, supply, or facility needs as needed.
Assist with departmental projects involving design and promotional materials, ensuring consistency with SVA and BFA Animation branding.
Coordinate departmental staff meetings, communications, and follow-up.
Maintain and update departmental databases and contact lists, including mailing lists, alumni records, sound designer and composer submissions, vendors, thesis archives, and the BFA Animation talent directory.
Collect, organize, and track information for departmental reports, communications, events, and other initiatives.
Provide logistical and administrative support for year-round BFA Animation events and programs, including screenings, artist talks, exhibitions, admissions events, and other departmental initiatives.
Assist with event setup and breakdown, registration and check-in, preparation of materials, guest support, event calendar updates, and pre- and post-event communications.
Provide on-site and operational support for selected animation-related conferences, events, festivals, and off-site activities as needed.
Provide administrative support for departmental communications, including social media, newsletters, event calendars, and routine announcements.
Assist with preparing and distributing content across appropriate channels.
Research, collect, and organize relevant announcements, opportunities, events, student and alumni news, and promotional materials for BFA Animation communications and SVA Today/Now newsletters.

Requirements

Bachelor's degree, or an equivalent combination of education and experience in administrative support, office operations, or creative arts coordination.
Proficiency in Google Workspace, Adobe Creative Suites (specifically Photoshop).
Exceptional written, verbal, and interpersonal communication skills, with a track record of maintaining diplomacy and professionalism across in-person, phone, and digital channels.
Demonstrated ability to manage, update, and organize digital databases, contact lists, and record systems with high accuracy.
Strong organizational and multi-tasking skills with proven ability to manage competing priorities, maintain focus in a busy office environment, and work independently.
Proven ability to interact effectively and politely with diverse audiences, including students, faculty, staff, high-level administration, vendors, and external guests.
Passion for or background knowledge of animation, film, digital media, or creative production processes.
Experience working within higher education, an academic environment, or an arts/media organization.
Practical graphic design experience or training, with the ability to assist in crafting promotional and marketing materials that align with established brand guidelines.
Hands-on experience supporting on-site and virtual events, including logistics, registration, setup/breakdown, and post-event follow-up.
Experience drafting or compiling content for newsletters, email blasts, social media channels, or internal announcements.
Understanding of standard administrative procedures, database management, and event execution basics.
Basic understanding of visual consistency and brand guidelines.
Skilled in Google Workspace, Microsoft Office Suite, basic Adobe Creative Cloud (Photoshop), and social media platforms.
Clear written and verbal communication skills with strong attention to detail and customer service.
Multi-tasking, file management, and tracking data across multiple lists and directories.
Ability to maintain strict confidentiality and exercise exceptional diplomacy and tact when managing sensitive student information, inquiries, and personal matters.
Ability to work independently, prioritize tasks, and solve problems creatively.
Ability to work well on a team, maintain professionalism under pressure, and interact with a diverse community.
Frequently moves across multi-floor departmental facilities to conduct tours, set up events, manage logistics, and deliver mailings.
Occasionally lifts, carries, positions, or moves event supplies, signage, promotional materials, and catering setups up to 25 lbs.
Frequently operates a computer workstation, handles administrative correspondence, and responds to digital and phone inquiries.

Skills

Google Workspace
Adobe Creative Suites (Photoshop)
Microsoft Office Suite
Social media platforms
Graphic design
Database management
Event logistics
Communication (written, verbal, interpersonal)
Organizational skills
Multi-tasking
Customer service
Confidentiality
Diplomacy
Tact

Location

133/141 West 21st Street, 7th floor, New York, NY 10011

Work Type

Full-Time
Onsite

Experience Level

Entry Level

Education Level

Bachelor's degree

Salary/Compensations

$40,000 - $45,000 Annually ($21.98 - $24.73 / Hour)

About the Company

The School of Visual Arts has been a leader in the education of artists, designers, and creative professionals for more than seven decades.
With a faculty of distinguished working professionals, a dynamic curriculum, and an emphasis on critical thinking, SVA is a catalyst for innovation and social responsibility.
Comprising over 7,000 students at its Manhattan campus and over 41,000 alumni from 128 countries, SVA also represents one of the most influential artistic communities in the world.
The BFA Animation program is a hands-on, four-year degree that immerses students in traditional, stop-motion, and computer animation.

Equal Opportunity

The School of Visual Arts is an equal opportunity employer.
Diversity and inclusion are core principles of the College.
SVA enjoys a community that represents a significant number of historically underrepresented communities, ethnic and religious backgrounds, gender identities, diverse abilities, and foreign countries, and all are encouraged to apply.