Department: Education

Title: Bursar and Administrative Assistant

Schedule: Full-Time

Reports To: Director of Education

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 Bursar and Administrative Assistant works closely with the Director of Education and is responsible for overseeing all bursar-related functions within the Education Department, ensuring accurate financial management and reporting. This role also supports the Director of Education by assisting with administrative tasks essential to the department's daily operations. Key responsibilities include developing, maintaining, and analyzing statistical reports on enrollment and income, implementing and monitoring financial controls, and assisting with departmental budgeting and planning. This position requires regular interaction with students, education staff and finance teams to ensure smooth and efficient department operations.

Essential Functions and Duties:

Bursar and Financial Administrative Responsibilities – 55%

• Manage tuition payments for the One-Year Certificate Programs, including collections, tracking, sending reminders for late payments, and administering late fees.
• Process invoices and oversee tuition collections from affiliate schools and organizations.
• Review and prepare tuition refund requests for the Director of Education's approval and coordinate processing with the Finance Department.
• Work with the Director of Education to analyze, develop, and maintain the annual Education budget; assist with quarterly forecasts.
• Work closely with the Finance Department to monitor accounts receivable and collections status. 
• Analyze revenue and enrollment data to provide the Director of Education with insights on trends and key metrics for manage budgets and forecasting. 
• Oversee the archiving of all student financial records and documentation.
• Collect, code, and submit departmental credit card receipts for approval by the Director of Education on a monthly basis.

Administrative Responsibilities 45%

• Coordinate meetings by scheduling, sending reminders, and preparing agendas.
• Assist the Director of Education in preparing presentations for meetings and events. 
• Generate and maintain enrollment and demographic reports, updating KPIs for departmental and institutional dashboards.
• Assist with organizing education department job interviews, including scheduling appointments and managing communication with applicants.
• Assist the Director of Education in monitoring employe time cards and schedules.

Additional Responsibilities – 5%

• Assist with the onboarding of new education staff.
• Help coordinate logistics for Education Department events, including setup and administrative support.
• Great visitors and provide tours of the school facilities as needed.

Minimum Qualifications:

Education Requirement:

• A Bachelor's degree in business/accounting/economics or related field

Minimum Experience Requirement:

• 2+ years’ financial administrative experience is preferred
• Excellent bookkeeping skills
• Strong computer skills – Microsoft Office Suite (advanced Excel skills preferred), registration database familiarity preferred 
• Experience in an educational setting working students and/or faculty
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Must be detail-oriented with excellent follow-through

Additional Competency Requirement (Specific Knowledge, Skills and Abilities):

• Ability to think strategically and work collaboratively toward shared goals
• Ability to multitask in a fast-paced environment and manage ongoing project deadlines
• Ability to manage and track tuition payments, collections, and late fees.
• Skills in assisting with the development of annual budgets, monitoring accounts, and analyzing revenue and enrollment data to provide insights.
• Strong organizational abilities to coordinate meetings, manage schedules, prepare agendas and presentations.
• Ability to generate and maintain accurate enrollment and demographic reports, and update KPIs for dashboards.
• Effective communication with students, applicants, affiliate organizations, and internal departments.
• Ability to work closely with other departments (e.g., Finance, Development) to ensure smooth operations.
• Competence in greeting visitors and giving tours. 

Working Conditions:

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• While performing the duties of this job, the employee is regularly required to communicate and exchange information.
• While performing the duties of this job, the employee is required to spend prolonged periods of time utilizing computers.
• While performing the duties of this job, the employee is regularly required to operate, activate, and use office equipment.
• The employee must occasionally move throughout ICP’s spaces to document events. 
• The employee may occasionally need to move up to 25 pounds
• Special Environmental Factors: (Nature of the work environment)
• The employee is required to commute between locations
• The employee is required to work in the general public environment (face-to-face contact with the public).

The International Center of Photography is an Equal Opportunity Employer.