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International Center of Photography

Education Database Administrator

Location: New York, NY
Posted: August 30, 2022
Application Deadline: October 30, 2022


International Center of Photography
Art Rios
79 Essex Street, New York, NY 10002
New York, NY, 10002

Department: Education

Schedule: Modified Full-time

Reports to: Associate Director of
Continuing Education

FLSA: Exempt (Modified Full- 30 hours weekly)

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 Education Database Administrator oversees the input and confirmation of the Education registration system, Aceware, as well as all other technology software systems for the Education Department. Works closely with the Senior Manager for Continuing Education and the Director of Education to monitor and analyze divisional information, financial tracking and forecasting for all education programs.

Essential Functions and Duties:
• Oversee data management and operation of the education management software AceWare
• Assists the Senior Manager of Continuing Education, the Manager of Full Time Programs and the Manager of Community Programs by overseeing the input of all course data in AceWare
• Develop and implement work procedures for the use of AceWare and train staff in the correct use of the system
• Develop and provide analytics on the performance and trends of courses for the Education Department and other areas as needed
• Assist in the implementation and management of the staff responsibilities that oversee all administrative functions of the database
• Develop and provide enrollment and financial forecasting for all Education programs to the Director of Education
• Maintains database integrity by setting and enforcing standards and controls
• Acts as system manager, authorizing user accounts, managing data and database security, transferring files, etc.
• Assists the IT Department with system upgrades for AceWare and provides training to staff on any new database features
• Works closely with the Finance Department to help balance the financial component of the system and ensuring that weekly escrow and past due reports are generated on time by ICP staff
• Keep up to date on system upgrades, attend webinars and online meetings to learn about improvements to the software and train others on key new functions
• Ensure accurate and efficient data integration between the registration database, AceWare, and other ICP systems, where possible, by working closely with the finance and development departments
• Supports Full Time Programs Manager with program set-up and student registration
• Develop accessible dashboard data for key stake holders to ensure data driven programming decisions can be made and work directly with key stakeholders in support of associated strategic planning.
• Liaise with AceWare representatives to make any formal change requests or data requests from the system

Supervisory Responsibilities :
• N/A
Minimum Qualifications:
Education Requirement:
• Bachelor's Degree required
Minimum Experience Requirement:
• 4 years' of system coordination and office experience (Enter minimum years of direct experience required)
• Intermediate to advanced skills in Microsoft Excel
• Experience using AceWare or comparable education management database preferred
• Experience working with IT (or other software systems)
• Experience building training manuals and ensuring that staff are successfully working with digital technologies
• Experience with HTML, SQL, and visualization tools such as PowerBI or Tableau a plus
Additional Competency Requirement (Specific Knowledge, Skills and Abilities)
• Understanding of data and financial analysis
• Effective problem analysis and resolution skills
• Attention to detail
• Strong people skills and the to work as an active team member
• Strong computer skills
• Excellent organizational skills, including solid follow-through
• Excellent verbal and written communication skills
• Commitment to providing superior customer service

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.
• The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
• While performing the duties of this Job, the employee is regularly required to sit and talk or hear.
• The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms.
Special Environmental Factors: (Nature of the work environment)
• FULL COVID-19 Vaccination Required

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