Administrative Assistant

JOB TITLE: Administrative Assistant

DEPARTMENT:  Admissions

REPORTS TO:  Associate Director for Visitor Experience


The Admissions Administrative Assistant is responsible for supporting the Office of Admissions and Pre-College programs. This position supports the administrative and student needs for the Pre-College Saturday School and the Summer Institute programs, as well as prospective undergraduate and graduate students. Additionally, this position assists both Admissions and Pre-College with student registration, tracking, communication, student data collection, reporting, space and event planning, and processing of admissions related documents.

Essential Duties & Responsibilities:

  • Assists faculty, accompanists, models, and guest artists with contract and payment forms, offer letters, syllabi, and assessments. Works with related departments to assure all paperwork and clearances are up to date.
  • Administers classroom support by coordinating course paperwork, trips, purchasing supplies, hiring models, scheduling guests, reserving equipment and problem-solving faculty and student needs.
  • Respond to pre-college student emergencies during program.
  • Advises prospective students, families, high school teachers, counselors, etc on course offerings and program details. 
  • In partnership with the Visitor Services Assistant, maintain the Welcome Center and respond to phone and email inquiries for all programs.
  • Scheduling appointments for admissions and pre-college-related visits (including individual visits, group tours, portfolio reviews, counselor/faculty meetings).
  • Assists with the planning and implementation of on and off-campus events, including coordinating space rentals/reservations, food, space planning, and travel arrangements. 
  • Assists with recruitment and hiring of student workers, assists with their training and supervision, and assists in managing their assessment. 
  • Coordinates survey feedback data from guests and program attendees.  
  • Participates in and assists with on-campus recruitment events as needed.
  • Completes data entry for call-in requests for information.
  • Processes student registration for Saturday School and Summer Institute and maintains related tracking spreadsheets, master lists and class rosters. 
  • Compiles student data for final reports and annual competition reports.
  • Assists with the creation of student credentials, schedules and packets and with processing end of term materials for students.
  • Assists Associate Director for Visitor Experience and Director for Pre-College with event preparation for open house, move-in and other events.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.


  • M-F, 9AM-5PM
  • Ability to work evenings and weekends as needed.
  • Must be able to work a modified schedule during Saturday School (Oct-Dec and Feb-April) programming, Tues-Saturday.



  • An associate's degree, or equivalent.


  • Bachelor’s Degree


  • 1-3 years of administrative and/or visitor services experience.

Competencies, Knowledge, Skills & Abilities:

  • Strong organization, interpersonal, communication and customer service skills.
  • Ability to work with databases and information systems.
  • Ability to work independently and as a member of a team.
  • Attention to detail and timeliness.
  • Ability to be flexible and adapt to changes on a daily basis. 
  • A positive attitude, a people-centric approach to work, and a good sense of humor helpful.  
  • Interest in, and commitment to the goals of higher education.
  • Proficiency with the Microsoft Office Suite, customer relationship management systems, student information systems, and the ability to learn new systems quickly and thoroughly.

About The University:

University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years.  After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.

TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to Please ensure job title is in the Subject line.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:


Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Director for Title IX, Equity, & Compliance is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Director for Title IX, Equity, & Compliance, e-mail,, or visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, Room 260, or call 215-717-6366. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.