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8 Aug 2019

Full-Time Program Coordinator, Master’s Degree Programs

Sotheby’s Institute of Art  New York, New York, United States

Sotheby's Institute of Art - jobs

Job Description

About Sotheby’s Institute of Art

Founded in 1969 by Sotheby’s auction house, the Sotheby’s Institute of Art (SIA) is the first and foremost graduate school for the study of art and its markets. Located in one of the most vibrant art cities of the world, Sotheby’s Institute of Art-New York (SIA-NY) has been an accredited member of the National Association of Schools of Art and Design (NASAD) since 1989 and holds degree-granting authority from the Regents of the State of New York. With campuses in New York, London, and Los Angeles, the Institute continues to offer innovative and progressive academic and professional training to prepare students for exciting careers in the art market. Today, the Institute’s more than 6,000 alumni hold leadership positions worldwide in auction houses, galleries, art fairs, museums, and art organizations.

Mission Statement

Celebrating 50 years of art business education, Sotheby’s Institute of Art is the pioneer in the study of art and its markets. Our academically innovative and professionally focused curriculum enables students to acquire specialized knowledge of art’s objects, histories, and markets to impact art and related industries. The Institute is committed to fostering future generations of art business leaders and cultural stewards.

About the Position

To facilitate the smooth operation of the Master’s Degree programs; the Program Coordinator provides professional, diplomatic, collegial support to the Senior Program Manager, Program Directors and faculty/staff throughout SIA and its related communities. The role involves both administrative functions and student services and includes substantial responsibility for the coordination of MA programs, syllabi reviews, guest speakers, site visits, and field study trips. The Program Coordinator is responsible for the smooth administration of the day-to-day operations of the Master’s Degree programs, providing a professional and pleasant academic administrative experience for students, and facilitating the coordination of the academic programs in concert with the Senior Program Manager.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following, but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position. Other duties may be assigned.

Program Administration

  • Assist Senior Program Manager with troubleshooting and resolving administrative and program issues.
  • Facilitate administrative support for Senior Program Manager, Program Directors and faculty.
  • Coordinate course/room scheduling and updates.
  • Manage guest lecturer payments and invoicing with comprehensive spreadsheet for budgeting and reference.
  • Manage guest lecturer and site visit follow-up (thank-you notes, thank- you gifts, etc.).
  • Work with faculty to troubleshoot administrative issues and provide course management support
  • Draft and post program announcements as needed, and in concert with other departments
  • Provide seminar/section support where needed (ensuring classrooms are reserved, instructors have access to LMS and IT support, posting announcements, sending messages, etc.).


  • Schedule local off-site visits and ensure students have directions, if needed.
  • Initiate contact with museums, private organizations and individuals that the programs will visit to determine logistical requirements and confirmation.
  • Liaise with travel agency as necessary regarding bookings and as instructed by the Senior Program Manager.
  • Plan and participate in site visits and study trips as directed; this may involve as much as 3 weeks of travel each academic year and may include weekends and evenings.
  • Source and format maps and materials; compile student travel folders for each student containing itinerary, maps and other pertinent information.
  • Follow up after trips to ensure that final payments, thank-you notes and gifts are sent.
  • Maintain files on destinations (including potential areas of interest) and assist in the maintenance of travel material archive.

Admissions and Events

  • Actively participate in the planning and execution of new student orientation, graduation, Open Days and other Institute events.
  • Participate in admissions and recruitment presentations as directed.
  • Attend general staff meetings and professional development seminars and serve on committees as assigned.
  • Assist other programs and departments where needed.

Student Services

  • Coordinate with Senior Program Manager to assist incoming students; compile and distribute summer mailings and orientation information; plan and staff orientation programming; assist in revisions and updates to annual New Student Welcome Page (online).
  • Assist in the coordination of information sessions, receptions, and student orientations. Direct students to appropriate academic advisor or departmental manager, when necessary.
  • Serve as a member of the Committee on Academic and Student Services (CASS); assess needs, evaluate and analyze student services effectiveness; develop recommendations; implement and take appropriate action to ensure efficiency and accuracy.

Assist in developing and implementing new or revised program policies, goals and objectives; present recommendations to appropriate committee and/or administrator.


Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed here are representative of the knowledge, skill and ability required.  Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Excellent organization skills, detail-oriented, and proactive
  • Proficient in Microsoft Word, Excel, Outlook, and PowerPoint and Google Applications
  • Ability to travel locally, nationally and internationally
  • Demonstrate professionalism and diplomacy in interpersonal relationships
  • Support and embrace diversity and inclusiveness
  • Regular weekday (Monday-Friday) attendance/availability is required during core business hours
  • Ability to work additional hours, when necessary


Education, Work Experience and/or Licensure


  • US Citizenship or Permanent Residence Status required
  • B.A. required, M.A. in a visual arts field or student affairs preferred
  • Prior administrative experience in demanding environment
  • Experience in higher education setting desirable


Language Skills

  • Professional written and spoken language skills are needed
  • Proficiency in English



To Apply


Sotheby’s Institute of Art is an Equal Opportunity Employer

Job Categories: Education. Job Types: Full-Time. Job Tags: arts and coordinator. States: New York.

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