Title: One-Year Certificate Program Assistant
Schedule: Part-time, Non-Exempt
Reports To: One-Year Certificate Program & Admissions Manager
Job Grade: 2
Department: Education
About ICP
The International Center of Photography (ICP) is the world’s leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level. Our new integrated center on the Lower East Side reunites our school and museum in one space to become the cultural anchor of Essex Crossing.
Position Summary:
The One-Year Certificate Program Assistant provides essential administrative and logistical support to the One-Year Certificate (OYC) Programs at the International Center of Photography (ICP) School. Working under the direction of the OYC Program & Admissions Manager, this position helps maintain the day-to-day operations of the program and ensures that key administrative tasks are completed efficiently and accurately. This is a support-focused role that assists with a range of activities, including organizing documents, preparing materials, updating records, and helping with internal communications. This position interacts daily with students, faculty, and education staff.
Key Responsibilities & Competencies
Admissions & Recruitment Support – 50%
- Assist the One-Year Certificate Program Manager with applicant communications, including email correspondence and scheduling.
- Respond to inquiries from prospective and accepted students regarding admissions, matriculation, and next steps.
- Maintain accurate records of prospective student data across platforms (SlideRoom, website contact forms, admissions inbox, HubSpot, phone, walk ins).
- Utilize HubSpot CRM to support targeted outreach and monitor engagement.
- Assist with updating recruitment materials (brochures, info session presentations, newsletters, etc.).
• Assist with administrative tasks for the matriculation process, including tracking data and monitoring student status.
- Support the preparation and distribution of admissions-related documents (acceptance letters, tuition agreements, etc.).
- Help organize and document the matriculation process, from acceptance through orientation.
- Help provide campus and facilities tours for prospective students.
Current Student & Program Operations Support – 50%
- Monitor daily attendance records; flag concerns to the OYC Admissions Coordinator/DSO.
- Support collection of student grades at the end of each term.
- Assist with student course registration processes, including ADD/DROP requests and data entry.
- Assist with proofing course schedules each term in collaboration with the OYC team.
- Help collect and organize faculty and student evaluations.
- Assist with maintaining and updating the program’s course calendars.
- Draft and distribute student communications (newsletters, event updates, alumni highlights).
- Provide administrative support for the work-study program, including data tracking and status check.
- Collect and securely maintain essential students’ documents (e.g., handbook, tuition agreements, image permission forms, program evaluations) in the program database.
- Support production of student and alumni IDs.
- Support coordination of OYC events, including info sessions, orientation, commencement, portfolio reviews, alumni mixers, and the end-of-year exhibition.
Additional Duties
- Attend weekly department and interdepartmental meetings
Education & Experience Qualifications:
- Bachelor’s degree required; higher degree preferred.
- 2-3 years of office & administration experience, preferably in an educational environment
Competency Requirements:
- Proficiency in Microsoft Office Suite (advanced Excel and Access preferred), Google Suite, and database management systems such as Aceware (or comparable platforms).
- Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
- Meticulous attention to detail with strong follow-through.
- Excellent written and verbal communication skills.
- Proven commitment to delivering outstanding customer service.
- Strong collaborator who thrives in team environments while also able to work
- independently with initiative.
- Positive, respectful, and professional demeanor in all interactions.
- Flexible and efficient in managing time and shifting priorities.
- Reliable and punctual, consistently prepared to meet the demands of the role.
- Multilingual abilities a plus.
- Actively communicates with supervisors to ensure alignment on departmental priorities.
Working Conditions
Physical Demands:
The physical demands outlined below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
- Frequently required to lift and/or move up to 25 pounds; occasionally up to 50 pounds.
- Regularly required to sit, talk, and hear while performing job duties.
- Occasionally required to stand, use hands to handle or feel objects, and reach with hands and arms.
Environmental Factors:
- Regular face-to-face interaction with the general public.
- Work performed in a shared office environment.
- Position may require a hybrid schedule, with work conducted both in-person and remotely
(including online platforms).
Compensation and Benefits
- Compensation will be competitive and commensurate with experience.
The International Center of Photography is committed to equal opportunity employment. We believe that diversity, equity, and inclusion are values that are integral to offering an open forum for dialogue around photography and visual culture that is open to all.
