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Schools Programme Administrator

Royal Academy of Arts
Art Education and Academia, Art Museums and Institutions
   Location: London
   Salary: £22,000
Experience: Junior Level
  Organisation: Royal Academy of Arts
Deadline: 14/04/2019

About the Royal Academy of Arts

The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our programme of world-class exhibitions including Ai Weiwei, Abstract Expressionism and Painting the Modern Garden: Monet to Matisse. It is a particularly exciting time in our history. An ambitious ‘Masterplan’ by David Chipperfield RA has recently been completed, redeveloping our 2.5-acre campus in Mayfair in time for our 250th anniversary in 2018. We are an innovative, forward-looking and commercially astute organisation that receives no government operating subsidy.

The Royal Academy Schools is located at the heart of the Royal Academy of Arts on Piccadilly and is the longest running independent art school in the UK with up to 50 students enrolled in a three-year Postgraduate Programme in Fine Art. The RA Schools’ postgraduate programme is studio-based and inclusive of all contemporary art media. The programme includes a breadth of lectures, artist talks, group critiques and tutorials given by leading contemporary artists, Royal Academicians, critics, writers and theorists.

About this position

We are looking for an accomplished, adaptable and collaborative team player to provide comprehensive administrative support of the RA Schools postgraduate programme. In this role you will join a community of internationally renowned artists, and art students at the early stages in their careers. You will work closely not only with our faculty, many of whom are established artists themselves, but with each of our students individually. As such genuine interest and enthusiasm for supporting the work of emerging artists is essential.

About you

We are currently looking for an exceptional administrator to support the work of the Royal Academy Schools. You will have existing office administrative experience and an advanced knowledge of GSuite for Education (Google Apps / Docs) and MS Office, or an aptitude for software and systems. It is essential that you have first class written and communication skills.

Friendly, diplomatic, articulate, confident, and well presented, you will possess exceptional communication skills enabling you to quickly build strong working relationships both with internal colleagues, freelancers and important visitors. This is a dynamic and varied role with a high volume of complex and deadline driven tasks, you will need to be able to work at pace and with a high level of accuracy. You will need to be innovative, proactive and forward thinking in your approach, with a real aptitude for prioritising your work.

A genuine interest and knowledge of the visual arts, and enthusiasm for the work and objectives of the Royal Academy of Arts is an advantage.

 

JOB DESCRIPTION

 

Job Title:                   RA Schools Programme Administrator

Department:             Royal Academy Schools

Reports to:               Programme + Alumni Engagement Manager

 

BACKGROUND

Situated in central London, the Royal Academy Schools offers an unparalleled opportunity for students to develop their work over a three year postgraduate programme. As the oldest art school in Britain, the RA Schools may be steeped in history but remains at the forefront of contemporary art, spearheading a new generation of international artists.

 

MAIN OBJECTIVE

Core to the delivery of the RA Schools Postgraduate Programme, the Programme Administrator provides administrative support relating to the delivery of academic content, including Premiums: Interim Projects, and RA Schools Show exhibitions, and is the main liaison to external contributors, such as lecturers and visiting artists. The Programme Administrator is also responsible for the processing of invoices, and the monthly payroll.

 

MAIN DUTIES

Programme

  • In relation to the below activities, work closely with Academic Staff to: compile suggestions from Academic Staff and students; liaise with contributors to confirm bookings; request and circulate bios; book rooms; collate requirements for and setup AV; welcome contributors; compile freelancer information; ensure work agreements are signed; process invoices.
    1. Tutorials
    2. Lectures
    3. Artist’s Talks
    4. Spring term cross year programme
    5. Professional Practice seminars
  • Maintain RA Schools Academic Timetable in Google Calendar. Add and maintain events; monitor appointments; ensure spaces are available for academic activities.
  • Maintain RA Schools notice boards and digital notice boards; coordinate sign up sheets; keep students and staff informed of upcoming activities.
  • Coordinate the annual international study visit: research prospective locations; book accommodation; flights; group tickets to museums and galleries; produce itinerary for students and staff; coordinate study visit meeting with students prior to trip.
  • In relation to Premiums and the RA Schools Show exhibitions, work closely with Academic Staff to coordinate and deliver:
    1. Contribute to the coordination and preparation of data in relation to invitations to the opening reception.
    2. Collate images from students to be proposed for the lead marketing creative.
    3. List of works: compile artwork information from students; liaise with Design to produce the List of Works document, and map; coordinate printing.
    4. Wall labels: compile artwork information from students; draft labels; coordinate printing.
    5. Signage: collate and draft copy; liaise with Design for design; printing; installation.
    6. Coordinate installation photography: book photographer; distribute images to students, Marketing, and other stakeholders.
    7. Student Risk Assessment paperwork relating to: install / deinstall; artwork whilst on view.
    8. Scheduling and marketing of public tours coordinated by Learning department.
    9. Scheduling and marketing of staff tour.
  • Schedule life drawing classes for staff and alumni; book rooms; confirm models; liaise with tutor.

Finance

  • Process invoices from suppliers and freelancers via iPOS system: collate and process authorised new supplier and freelance declaration forms; maintain detailed records on all expenditure and income; ensure stakeholders are informed about payments.
  • Coordinate the monthly payroll for casual staff; collating and coding pay claims; requesting authorisation; filing; sending to Payroll Manager; register new employees; maintain employee records.

General Administration

  • Maintain integrity of the database consisting of students, staff, sponsors, donors, suppliers, graduates, guest lists in liaison with the Resource & Database Team, Development, Legal, Public Engagement.
  • Attend RA Schools meetings, compile and prepare papers, take and distribute minutes to members, ensure action points are circulated to assigned RA Schools staff.
  • Review, modernise and improve office systems and processes to ensure maximum efficiency and enhanced communication.
  • Maintain effective relationships across the organisation.
  • Ensure all members of team and external contractors comply with health & safety policies, procedures and regulations and take appropriate and reasonable care for the safety of colleagues and visitors to the Academy.
  • Undertake any other duty that may reasonably be allocated by the Programme + Alumni Engagement Manager or other senior member of staff.

 

PERSON SPECIFICATION

Essential

  • Educated to degree level (or equivalent).
  • Excellent computer skills. Advanced working knowledge of MS Excel, Word and Outlook 2010.
  • The ability to learn the fundamental functions of systems and software with ease.
  • Experience of administration, ideally in an office based environment.
  • Experience of minute taking.
  • Experience of coordinating meetings, events, booking venues, etc.
  • Highly literate with excellent copywriting, presentation and oral communication skills.
  • The ability to meet tight deadlines.
  • Confident and professional when dealing with senior staff, alumni, external parties and high level donors.
  • Friendly, approachable and professional with excellent interpersonal skills to develop effective working relationships with senior RA staff, students, external contacts, high level donors etc.
  • A flexible and proactive approach to work; a willingness to be involved, be part of a close team, assisting in all areas of the RA Schools if necessary, an openness to voice and initiate new ideas, problem solve, prepared to see tasks through to completion.
  • A genuine interest in arts and culture. A commitment to the aims and objectives of the RA Schools and the Royal Academy of Arts.

Desirable

  • Personal experience of higher education in the Visual Arts.
  • Experience of compiling regular communications material.
  • A working knowledge of The Raiser’s Edge database software
  • Experience in use of G Suite or Education or Google Drive, Docs and Gmail.

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