Job Information
Pratt Assistant to the Chair, Construction Management and Facilities Management (71150) in New York, New York
Are you a disciplined administrator who also enjoys creative challenges, possesses an entrepreneurial aptitude, and takes satisfaction in planning, organizing, and supporting tasks?
Reporting directly to the Chair and working closely with faculty and students, the Assistant to the Chair will oversee activities related to the management of the department’s complex day-to-day functioning including: overseeing routine activities, organizing calendars, planning forums, facilitating communications, marketing and our social media campaign, managing budgets, overseeing purchasing, maintaining confidential departmental archives, assisting students with questions related to classes, advising, registration, and career aspirations, as well as supervising Graduate Assistants and Work-Study students.
The Assistant to the Chair is a key member of the collaborative administrative team and participates in strategic decision-making to set, plan, and operationalize the department’s mission, vision and strategic plan.
Duties and Responsibilities:
Administrative Support and Operations:
Provide administrative support, and arrange and maintain scheduling for the Chair and members of department leadership.
Oversee department office operations including answering phones, taking and routing messages, assisting students and faculty, checking mail, distributing mail, monitoring supply inventory, ordering supplies, and handling in-person inquiries.
Liaise with offices across campus and the School of Architecture to ensure proper functioning of the department.
Manage and track all facility and technology needs, advocate for additional resources when required.
Troubleshoot classroom issues, initiate IT and facilities repairs as necessary.
Coordinate admissions process: correspond with prospective applicants, provide tours, offer program information, and coordinate interviews.
Process department paperwork for accounting, including reimbursements, purchase requisitions, and payment queries.
Manage course schedules, event and athletic schedules, coordinate with registrar’s office for room assignments.
Communication and Documentation:
Manage department-wide communications to students and faculty.
Maintain various departmental confidential databases including contact lists.
Monitor and maintain departmental presence on Social Media.
Ensure proper collection and storage of all department records, including course syllabi and materials for external review.
Curate and distribute meeting minutes and department newsletter.
Coordinate special events by managing space allocation, catering, and related needs.
Staff Supervision and DE&I:
Hire, coordinate, and supervise graduate assistants/student worker(s).
Integrate diversity and related principles into all aspects of staff engagement.
Foster development of a positive working environment for diversity and inclusion.
Work closely with the chair and faculty on special department projects and initiatives requiring administrative support.