This role is situated in the department of Math and Science at Pratt, and is part of a multi-year National Science Foundation project to create a series of live events and installations for a public festival(s) on Governors Island, NY around the theme of Climate Justice, using a
Guerilla Science approach.
The project is part of an emerging creative events movement that mixes science with art, music and play to create unique opportunities for adult audiences to experience science in unorthodox ways such as interactive events, games, live experiments, demonstrations and performances by scientists, artists, musicians, and actors. We set science free by taking researchers out of the lab and into the traditional domain of the arts.
We are seeking a part-time administrative assistant to assist with management and administration of an yearlong program of high production-value live events that inspire, challenge, and amaze. You will work with the project director, Mark Rosin, a variety of administrative offices at Pratt Institute, external project partners BEAM Center and New York Climate Exchange, as well as youth, scientists, artists, and other partners to support the creation of mind-blowing experiences.
This is a two-year grant-funded position. Renewal is contingent upon grant funding, up to 2 years.
The successful applicant will have a demonstrated track record in administrative management. You will work with the project manager to maintain the financial and academic operations of the project, including staff and participant correspondence, travel arrangements, purchasing, processing reimbursements, room bookings, faculty stipends, supply inventory, and project records.
The position requires very strong attention to detail, mindful project management and planning, and precise oversight of budget lines. The ideal candidate will have experience in managing a small-but-active office, the people skills to address the needs of diverse colleagues, and an interest in work at the interface between math/science and art/design.
You will be independent, driven and able to meet deadlines. You will be able to communicate well, have great people skills and a positive can-do attitude. ,
- Scheduling, inviting, and organizing the meetings needed for the project leadership team.
- Maintaining and scheduling calendars for project lead and other staff, to schedule both internal and external meetings and appointments, as needed. booking rooms when necessary for meetings, or supporting the technology to support virtual meetings.
- Managing and/or liaising with the relevant departments on tasks related to budgeting, purchasing, reimbursement and stipend processing, insurance and contracts, campus access, facilities support, and IT support for project equipment.
- Preparing and submitting purchase requisitions, payment vouchers, reimbursements, invoices and budget transfers for approval. Assist in the reconciliation of operating accounts, using internal and external management systems to ensure that all expenditures are recorded accurately and within approved limits.
- Manage and oversee consultant payments, including gathering and organizing associated tax forms and invoices.
- Work with the project team on formatting content, maintaining distribution lists, and distribution of the project updates/e-newsletter.
- Work with the project team to write, advertise, and manage the open call for the project’s annual residency program.
- Support the project team to plan, coordinate, and implement an annual 30-person creative residency program for scientists, artists, and youth.
- Support internal and external partners on the logistical elements of the full-scale fabrication of the artists’ works, including ordering, scheduling delivery of, and managing project equipment and supplies, and managing space requirements.
- Liaise with the project partners — including Beam Center, Governors Island, the New York Climate Exchange — and residency participants and staff — scientists, artists, educators, youth, Pratt administrative staff and graduate students, and teaching artists — on planning, coordination, and production of the events.
- Manage the recruitment, hiring, and scheduling process for the Project’s Graduate Student staff, and external logistical consultants.
Education: Bachelor’s degree preferred.
Experience: The strongest candidates will have at least two years of related experience in administrative support.
Knowledge and Skills: Must have strong written and verbal communication skills, and ability to work effectively with a wide range of constituencies in a diverse community. Must have good organizational, planning and interpersonal skills. Must be proficient with Google Office and Microsoft Office Suites. Must be able to produce/manage multiple projects under deadline pressures and with keen attention to detail.
Preferred Experience And Qualifications
- Works well in a multi-disciplinary team to contribute to shared responsibilities as noted.
- Experience in problem-solving under deadline-driven situations.
- Experience in supporting some form of event production, construction, or fabrication.
This position will transition from part-time to full-time for one month during this summer and one month next summer to accommodate increased workload during peak periods.
This position can be in-person, hybrid, or fully remote, except for the one week duration of the residency program itself and the associated weekends of the event, when you will be expected to be in New York.
To apply
Interested applicants should send a Resume and a cover letter describing their qualifications and interest in the position.
