Summer Program Administrative Assistant

About Us:   

Established in 1857, AIA New York is the oldest and largest chapter of the American Institute of Architects, boasting over 5,500 members including architects, allied professionals, students, and design enthusiasts. The chapter is committed to design excellence, public outreach, and professional development. The Center for Architecture, inaugurated in 2003 as the first cultural institution within the AIA network, aims to be the premier hub for learning about architecture and urbanism in New York City. Through various programs and events, it fosters engagement among architects, professionals, and the public. Both AIA New York and the Center for Architecture advocate for the importance of design in enhancing urban life. They prioritize values such as civic engagement, equity, environmental sustainability, resiliency, technological innovation, and inspiring design.  

Role Overview: 

The Center for Architecture’s Summer Programs are weekly architecture and design programs for students in Grades 3-12. Each program explores a different theme through art and building activities, design challenges, guided investigations of architectural examples, and field trips.  

The Summer Program Administrative Assistants provide administrative support for Summer Programs and assist in the classrooms as needed. As a Summer Programs Administrative Assistant, you will be involved all behind the scenes aspects of running Summer Programs as well as an active participant in daily classroom activities.  

Administrative Duties/Responsibilities: 

• Manage ordering, organization, and preparation of program supplies 
• Manage all printed materials for programs 
• Manage field trip booking confirmations 
• Create and update student registrations, distribution lists, and check-in sheets  
• Act as a liaison between the classroom educators and assistants and the office staff 
• Communicate staffing plans and changes to the classroom educators and assistants 
• Assist with email and phone communications to families 
• Assist with program evaluations 
• Organize all program photos and select images for publicity purposes 

Classroom Duties/Responsibilities: 

• Coordinate the daily check-in/check-out, liaise with parents, assist in final presentations, and help educator with program evaluations 
• Assist with coordination and supervision for weekly field trips 
• Supervise and actively participate in lunch and recess hour activities 
• Help with daily program prep and clean-up 
• Respond to all emergencies and assist in the program's needs as directed. Adhere to policies and procedures as outlined 
• Additional duties as assigned 

Education and Experience: 

• B.A. in Arts Education, Museum Education, Architecture, or related fields (completed or currently pursuing) 
• Minimum 2 years' experience facilitating youth programs (between ages of 8 and 17) 
• Experience working with students in an academic, tutoring, mentoring, and/or recreational capacity 
• Interest in both the administrative and teaching sides of museum education. 

Ability to take initiative and work both independently and collaboratively 

• Interest in CFA’s educational programming & mission  
• Professional and friendly manner 
• Assistants will be required to complete CFA-paid First Aid/CPR training 
• Must be at least 18 years old  
• Housing is not provided; Summer Program Administrative Assistants should live within a daily commutable distance and are responsible for their own transportation. 

Physical Requirements:  

• Daily activities include walking, prolong hours of standing, bending, lifting at least 15 pounds. 

Dates:  

June 16 – 27, 2025: Program prep and orientation, 30-40 hours (schedule tbd) 

July 7 - August 22, 2025: Summer Programs in session 

Hours:  8:30 am – 4:30 pm, Monday - Friday (8 AM start on Mondays) 

APPLICATION INSTRUCTIONS: To apply, please send a cover letter and resume as a single PDF to [email protected]. Please put the job title and your last name in the subject line of your email. No phone calls, please.