Administrative Assistant

Administrative Assistant

Under the direction of the Director of Operations, the Administrative Assistant provides day-to-day administrative and operational support to the BFA Animation Department, with an emphasis on front-line communication, departmental records and databases, inventory management, event logistics, and general office support. Working closely with the Director of Operations and department staff, the Administrative Assistant helps ensure that the department's daily operations run smoothly and that students, faculty, staff, guests, and visitors receive timely and helpful support.

The BFA Animation program is a hands-on, four-year degree that immerses students in traditional, stop-motion, and computer animation.

Administrative & Office Support

• 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.
• Perform other job-related duties as assigned.

Databases & Information Management

• 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, ensuring information is accurate, organized, and up to date.
• Collect, organize, and track information for departmental reports, communications, events, and other initiatives, including event attendance, ticket availability, and annual programming, and assist with preparing related statistics and summaries as needed.

Event & Program Support

• 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, including reminders, thank-you messages, and surveys.
• Provide on-site and operational support for selected animation-related conferences, events, festivals, and off-site activities as needed, including other event-related responsibilities assigned by the Director of Operations.

Communications & Outreach Support

• Provide administrative support for departmental communications, including social media, newsletters, event calendars, and routine announcements, and 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.

• Education: Bachelor's degree, or an equivalent combination of education and experience in administrative support, office operations, or creative arts coordination.
• Technical Skills: 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…