Administrative Assistant for Graduate & Professional Studies

JOB TITLE: Administrative Assistant for Graduate & Professional Studies

DEPARTMENT:  Graduate & Professional Studies

REPORTS TO: Director of Operations


Graduate & Professional Studies (GPS) at the University of the Arts seeks a dynamic new team members who can support the programs, leadership, faculty and students within the unit.  GPS at UArts includes the following programs: Art Education, Museum Studies, Music Education, and the Professional Institute for Educators (PIE), MEd Programs in Educational Program Design and Educational Technology, Music Education, Teaching with Primary Sources (a program funded by a grant from the Library of Congress) and a Minor in Creative Arts Therapy.  This position provides administrative support for the programs across the unit.  This position reports to the GPS Director of Operations and is expected to work in the office, Monday - Friday, 9:00am - 5:00pm.

The Graduate & Professional Studies Administrative Assistant position supports all aspects of the UArts Graduate Dean’s Office and related programs and is partially funded by a grant from the Library of Congress.  In addition, this position also supports the program directors, faculty and students for all education programs within Graduate & Professional Studies (GPS).This position reports to the Director of Operations.  This position is expected to work in the office, Monday - Friday, 9:00am - 5:00pm.

Essential Duties & Responsibilities:

  • Serve as first line of contact for faculty and students for courses, programs and administrative need’s for all Graduate & Professional Studies programs, including walk-ins, phone and email requests for information and program questions daily, forwarding as needed;
  • Supports program directors in daily tasks and administrative and planning needs. Collects and maintains archive of electronic and paper files for all faculty curriculum, and program records.
  • Supports program directors with weekly enrolment and annual program reports including data collection on completive programs, end of semester course evaluations, marketing reports,
  • Maintains and ensures accuracy of departmental documents including: master faculty contact info (CV’s, bios, and annual reports), syllabi, budget receipts, program mailing lists
  • Advises prospective and matriculated students in the SMS/MM and PIE/MEd programs-- refer students to the Registrar’s office for registration assistance.
  • Coordinates with program directors and University Enrollment Marketing to promote courses internally and externally via website, social media or other methods. Creates agenda for monthly meetings. Coordinate materials/collateral for marketing (between Director and Enrollment Marketing)
  • Assists in the planning, coordination, and provides support for events (attending in evenings or weekends on rare occasion)
  • Support GPS Dean’s Staff and GPS Program Directors with support on basic administrative tasks including financial and curricular processes.
  • Attend meetings, take minutes, and manage task lists as required.
  • Other duties as assigned

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.


  • Bachelor’s degree required, Master’s degree preferred


  • 1-3 years administrative support experience, preferably in a higher education environment or non-profit arts organization.
  • Experience with project management

Competencies, Knowledge, Skills & Abilities:

  • Excellent written, verbal, communication and research skills.
  • The ability to effectively manage multiple tasks simultaneously and follow through on short- and long-term projects, working under a deadline.
  • Superior customer service skills.
  • Computer proficiency including database management, spreadsheets and word processing is required.
  • Experience with budget coordination,
  • A self-starter that can work independently.
  • Warm personality with a good sense of humor appreciated

Supervisory Responsibility: None

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.

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