Front Office Manager

JOB POSTED: October 11, 2024

JOB TITLE: Front Office Manager

DEPARTMENT: BFA 3D Animation and Visual Effects

REPORTS TO: Director of Operations

POSITION STATUS: Full-Time, Non-Exempt (Overtime Eligible)

SCHEDULE: 5 days a week, with varied shifts that include 8:30 AM- 4:30 PM, 12 noon- 8 PM, or 4 PM - 11 PM. The schedule may require Saturday or Sunday shifts.

COMPENSATION: $21.00 per hour

POSITION SUMMARY

Under the supervision of the Director of Operations, the Front Office Manager is responsible for the daily management of the front office in the BFA 3D Animation and Visual Effects department. This position provides a high level of administrative and technical support to students, faculty, staff, and vendors. The role also oversees student workers, manages department inventory, and coordinates department events. The ideal candidate will contribute to the smooth running of the department, offering a welcoming and organized presence for all visitors and members of the department.

BFA 3D Animation and Visual Effects combines the power of CG (computer-generated imagery) and VFX (visual effects) with active imaginations, captivating stories, and skilled artistry. The department serves over 500 students and 60 faculty members each semester, including those majoring in 3D and VFX, as well as first-year students from other SVA departments. For more information, visit the department’s website here.

DUTIES AND RESPONSIBILITIES

• Assist the Director of Operations in managing daily departmental activities and supporting special events such as exhibitions, orientations, and open houses.
• Manage equipment and Production Studio check-in/out processes of equipment and accessories, including cameras, tripods, and other accessories.
• Coordinate and distribute instructor materials as needed.
• Maintain office supplies, including toner, paper, and general materials.
• Maintain and track all student production equipment and report any low-stock or damaged items (bulbs, spare parts, etc.) to the Director of Operations.
• Supervise and train student workers within the department.
• Act as the department’s point of contact for building maintenance issues (e.g., plumbing, electrical) and communicate with the Director of Operations regarding repairs.
• Support and attend special department events 1 to 3 times per year, requiring availability outside of regular office hours.
• Perform other job-related duties as assigned.

This position will be responsible for one of the following duties:

• Lab Assistant Supervision: Supervise student lab assistants, create and maintain their schedules, review and process timesheets, and help coordinate special training sessions. Assist with performance evaluations in collaboration with the Director of Operations and Systems Administrators.
• Equipment and Website Management: Maintain and update the department's online equipment checkout system and manage reservation schedules. Regularly update the departmental website, including refreshing images and posting new content. Collaborate with the Director of Operations on equipment policies and recommendations.
• Equipment Maintenance: Conduct routine checks on production equipment (e.g., cameras, tripods, projectors, light kits) and coordinate repairs as necessary. Lead equipment demonstrations for students, faculty, and staff.

SUPERVISORY RESPONSIBILITIES

• Shared supervisory responsibilities of student workers

MINIMUM QUALIFICATIONS

• 0-1 years of customer service or administrative experience
• Proficient in email and internet use
• Familiarity with both Mac and PC operating systems
• Working knowledge of Google Suite (Gmail, Docs, Sheets, Drive)

PREFERRED QUALIFICATIONS

• Bachelor’s degree in a related field
• Experience in office management or administrative support
• Supervisory experience overseeing teams or student workers
• Familiarity with Adobe Creative Cloud
• Experience in managing audio-visual (A/V) equipment

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of departmental procedures and practices
• Understanding of safety protocols and procedures
• Strong verbal and written communication skills
• Ability to prioritize tasks and manage multiple projects simultaneously
• Capacity to handle manual work when necessary
• Customer service-oriented mindset
• Ability to train and supervise others effectively
• Problem-solving abilities and sound judgment
• Ability to establish and maintain positive and professional working relationships with colleagues and the public

PHYSICAL REQUIREMENTS OR WORKING CONDITIONS

• Ability to work in an office environment
• Flexibility to work varied shifts and outside regular work hours for events or projects
• Able to lift up to 25 pounds when needed
• May be required to work additional hours outside of the regular work schedule

WORKING AT SVA

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. For more information about the College's 30 undergraduate and graduate degree programs.

Click here to learn what it's like to work at SVA.

The School of Visual Arts is an equal opportunity employer. Diversity and inclusion is a core principle 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.

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Last updated on Oct 11, 2024