Education Administrative Assistant

Description

The International Center of Photography (ICP) is the world's leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level.

Our integrated center on the Lower East Side brings together our museum and school in one space, serving as the cultural anchor of Essex Crossing.

The Open Education Administrative Assistant plays a vital role in the daily operations of ICP's Open Education department. Serving as the first point of contact for students, faculty, and visitors, this highly visible position helps create a welcoming, organized, and responsive experience for current and prospective students while supporting the administrative functions that keep the department running efficiently.

Working closely with the Open Education Coordinator and the broader Education team, the Administrative Assistant provides operational support across student services, course administration, scheduling, reporting, and departmental communications. This role also supports data management, event coordination, and student engagement initiatives while ensuring accurate records and exceptional customer service.

The ideal candidate is organized, detail-oriented, service-oriented, and collaborative, with excellent communication skills, strong administrative abilities, and the flexibility to manage multiple priorities in a fast‑paced educational environment.

• Serve as the primary point of contact for current, prospective, and former students, responding promptly and professionally to inquiries by phone, email, and in person.
• Create a welcoming and supportive experience for students, faculty, and visitors while routing inquiries to the appropriate departments when needed.
• Produce and distribute student  and lab access cards in accordance with institutional policies.
• Communicate lab policies, access procedures, and student resources.
• Manage scheduling for school tours, course planning consultations, and other student appointments.

• Support the day‑to‑day administrative operations of the Open Education department.
• Collaborate with Open Education staff to prepare course materials, maintain planning documents, assign administrative tasks, and ensure all pre‑course activities are completed.
• Assist the Faculty Liaison with guest speaker scheduling, honorarium processing, and logistical coordination.
• Maintain departmental calendars and ensure Open Education events are accurately reflected on the institutional calendar.
• Participate in departmental and cross‑functional meetings.
• Support the planning and execution of Open Education events and student‑facing activities.
• Perform other duties as assigned.

• Maintain accurate student records within Hub Spot and other institutional systems.
• Enter, update, and verify student contact information and enrollment data.
• Generate reports from Hub Spot and other Education systems as requested.
• Support enrollment tracking, course cancellations, fill rates, and other departmental reporting.
• Monitor, organize, and distribute student evaluations and feedback for departmental review.
• Assist with proofreading and verifying registration information prior to the start of each academic term.

• Support departmental communications and operational initiatives.
• Assist with documenting departmental procedures and maintaining organized administrative records.
• Identify opportunities to improve administrative processes and enhance the student experience.
• Collaborate with colleagues across Education and other departments to support institutional goals.

• Bachelor's degree or equivalent professional experience.
• Minimum one year of administrative, office support, customer service, higher education, or related experience.
• Experience working in an educational,…