• Coordinator, Academy

    Job Locations US-NY-New York
    Job ID
    # of Openings
  • Overview

    The MAKE UP FOR EVER Academy is looking for an Academy Coordinator. Based in NYC and reporting to the Admissions Manager, this person will serve as administrative support for the NYC Academy Team and serve as the point of contact for facility needs.



    • Coordinate all Academy classroom, admissions, and events logistics. Assist Head of Academy with needs.
    • Assist in maintaining all student and course files while remaining compliant with NY State Board of Education standards.
    • Create and update all Academy records ensuring accuracy validity of information and compliance with all newly instated New York State Board of Education rules and specifications.
    • Oversee mygradebook.com and other approved platforms to keep student information, grades, attendance, and progress reports organized and accessible to all parties (students, teachers, NY State Board of Education, etc.)
    • Organize and maintain all admissions filing and storage systems including Student/Model consent forms. Work with legal team to re-write student, model, and photographer consent forms.
    • Facilitate academy tours when necessary.
    • Monitor the academy email and respond accordingly alongside receptionist.
    • Manage & maintain the Academy alumni Facebook page with job opportunities. Liaison with agencies, photographers, models, producers, directors, etc. looking to work with alumni. Organize alumni to volunteer for events such as Fashion Week, Pro Social, Graduation, to speak at the academy, to model, etc.…


    • Manage, budget and order supplies for the classrooms, student kits and offices.
    • Responsible for ordering pre-series for academy classroom and team.
    • Maintain a well-organized inventory closet in all classrooms. Responsible for ordering product for classroom closets in collaboration with assistant instructors. Receive and organize product to ensure accurate counts from DC upon arrival and before distributing to assistant instructors.
    • Prepare makeup kits prior to the start of each class and module. Create plans to elevate kits.



    • Organize and maintain all filing and storage systems including Student/Model consent forms. Work with legal team to re-write student, model, and photographer consent forms.
    • Coordinate model bookings for all classes and modules for student practice time and photoshoots. Including booking models through secondary platforms (Model Mayhem, Backstage, etc…) to model for instructor demos, as well as student practice in intensives. Organize payment via gratis managed through the gratis budget.
    • Maintain a well-organized Academy photo archive. Implement a new system of best practices with instructors, assistant instructors, and photographers to better and more easily maintain information and images from shoots.



    • Coordinate/manage all academy events, including Academy graduation with some assistance from other departments as needed. Be the point person for Pro and other departments to assist with events.
    • Coordinate Academy Open House events to promote the academy and boost enrollment.
    • Travel to tradeshows in NY to promote the academy courses and offerings to elicit perspective student’s interest in the academy and enrollment.



    • Submit expense reports for Head of Academy. Help manage receipts and pay statements for Head of Academy. Submit expenses and communicate directly with finance and accounting to specify all expenses are getting classed to the appropriate sections within the budget.
    • Coordinate invoice payment for all guest teachers, models, and outside vendors. Set up new vendors, confirm new billing addresses. Manage voided checks and bank account information for ACH payments and wires. Coordinate tuition reimbursement. Approve all invoices in APEI queue and code to the appropriate section in the budget. Manage approvals for Head of Academy.
    • Track expenses and adhere to the budget for ALL other aspects of Academy business.



    • Work closely with Admissions Manager to create marketing plans to promote the academy on all platforms (web, social, print, etc…)
    • Capture content from the classrooms for Make Up For Ever Academy NYC social platforms – Facebook and Instagram.



    • Manage and coordinate the interns with the intern program.



    • Serve as the main source of support for all teachers to best increase efficiencies. Remain available to all academy staff to address logistical and operational issues. Point person for all technical support vendors (Xerox, Evolve Ip, Fusion Connect, etc.)



    • Be certified as a New York State Board of Education licensed agent to speak about the Academy courses.


    Principal skills, knowledge, and person attributes required:

    • Excellent organization and planning skills
    • Ability to prioritize and manage work flows
    • Excellent verbal and written communication skills
    • Ability to problem solve and high attention to detail
    • Flexibility, reliability, and emphasis on teamwork
    • Proficient in Microsoft Suite – Word, Excel and PowerPoint
    • Remain available and willing at all times, every day to take on new responsibility as necessary


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