Location: Sotheby’s Institute of Art – London / hybrid
Reports To: Programme Managers, Study Abroad Programmes / Gap Year Programmes
Hours: Full time (35 hours per week)
OVERVIEW
The position of Programme Coordinator is an exciting, fast-paced and varied role at Sotheby’s Institute of Art – London. The ideal person for this role is an experienced administrator with an interest in the art world and is keen to work closely with academics and students at the heart of a close-knit team.
Sotheby’s Institute of Art can be found in the heart of Bloomsbury, London. Since its founding by Sotheby’s Auction House in 1969, the Institute has pioneered the education of arts professionals and offers a wide range of Masters’ degrees, semester courses, and professional programmes. Academic courses are validated by the University of Manchester.
THE ROLE
The Programme Coordinator will be part of the Study Abroad and Gap Programmes administrative teams, participating in coordinating the day to day running of the courses. This role covers a variety of responsibilities in the areas of organisation, communication, coordination, student support and pastoral care.
As well as serving as a first point of contact for students and course leaders, the Coordinator will liaise with administrative departments including Front Office, IT and Finance. They will also work closely with their colleagues to provide a shared and consistent administrative support to students and staff alike. The Coordinator works closely with the Study Abroad and Gap Programme Managers to develop, maintain and apply processes and systems to enable the successful running and eventual growth of these courses.
Due to the student-facing nature of this position, the successful candidate is expected to work on-site a minimum of 3 days a week; remote working is possible for up to 2 days a week with approval by the line manager. There are weeks during the programs’ delivery where the Program Team’s on-site presence is required for more than 3 days per week.
KEY DUTIES AND RESPONSIBILITIES:
- Working with the course leaders and programme managers, organise the day-to-day running of the programmes. Tasks include sending out reminders to guest lecturers, booking classrooms and IT facilities, arranging internal meetings, updating records in CAMS (Institute student database), preparing letters for students and managing the communication channels on CANVAS (Institute Virtual Learning Environment).
- Maintain and update student records using electronic and hard filing.
- Assist with preparation of course timetables, in coordination with Course Leaders.
- Via Canvas (Online Learning Platform) maintain student portals so that students have online access to the timetable, course materials, assessment, set readings etc.
- Play a key role in assessment administration, including collecting and cataloguing coursework, helping to administer and record the grading of assignments; co-ordination of marking and moderating written work; collating feedback forms to return to students; updating student mark sheets and running routine plagiarism checks using Turnitin software.
- Assist with External Examination Boards and preparation of marks.
- Maintain student portals so that students have online access to the timetable, course materials, assessment, set readings etc.
- Keep attendance records for each teaching session in line with regulations
- Book site visits (museums, galleries, tours, curators’ talks etc) within London
- Assist with bookings for field trips abroad, including booking flights, accommodation, transport and visits.
- Occasional travel will be required to assist study trips in the UK and Europe as well as attendance on study trips in London.
- Provide support and guidance for Residence Life staff.
- Collate information about programme income and expenditure. Ensure external lecturers and suppliers’ invoices are coded and submitted.
- Organise events such as student receptions and extra-curricular activities in London
- Planning, facilitating and presenting arrival orientation sessions and events
- Organise and conduct online information session for students / potential students
- Respond to queries from, and meet with, potential students.
- Supporting other programmes as required
ESSENTIAL SKILLS AND EXPERIENCE:
- Significant administrative experience, preferably within a Higher Education or arts related setting
- Excellent numerical, verbal and written communication skills
- Excellent interpersonal skills
- Excellent written and spoken English
- Demonstrable strong organisational and planning skills
- Ability to work quickly and accurately under pressure, both independently and as part of a team
- Proficient in the use of Microsoft Office including Excel, Word, PowerPoint and Outlook
- Excellent communication and interpersonal skills and the ability to work effectively as part of a hard-working and friendly delivery team
- An interest in the arts and culture and a working knowledge of London
DESIRABLE
- Educated to Degree level or equivalent
- Experienced in using Canvas and/or a similar Online Learning Platform
- Experience of budget monitoring
- Interest and enthusiasm for the visual arts
- Experience of working with students / young people
- Experience of successfully managing pastoral challenges or concerns in a professional or voluntary capacity
To apply:
- Please submit your CV and a covering letter demonstrating how you meet the person specification for this position by clicking the ‘Apply‘ button (above)
- Salary dependent on skills, qualifications and experience, £30,000 – £32,000 per annum.
- Benefits include 25 days annual leave plus additional discretionary leave during the Christmas period, life insurance and 24/7 access to an Employee Assistance Programme.
- Closing date 20 May 2023. Please note applications may be shortlisted as they are submitted and we reserve the right to close the post early.
Sotheby’s Institute of Art welcomes and strives for diversity—including but not limited to race, class, gender, sexual orientation, socio-economic background—in our student body, faculty, and staff in order to foster an inclusive educational community with a wealth of perspectives and experiences.