Employment at ArtCenter


Assistant Director, Admissions Operations

All members of the ArtCenter (or College) community are Guardians of Mission. Every position in the College plays an important part in carrying out the values, goals, strategic vision, and mission of the College.

This Assistant Director provides technical support to all admissions database functions including technical aspects of capturing prospective student data for marketing and recruitment purposes. This position is also responsible for implementing important business processes for the department including processing and monitoring tuition deposits, providing transfer credit evaluations for all accepted students, managing heavy flow of tracking outgoing student messaging and information requests, and providing relevant data for planning and strategic purposes. The AD will counsel and present transfer credit guidelines and general admissions information to prospective students, applicants and transfer center representatives.

Reports to: Director, Admissions Operations

FLSA status: Non-exempt

Salary grade: 8

Applications will be accepted until the position is filled. Qualified applicants should send resume with cover letter and employment application to HR@artcenter.edu and reference “Assistant Director, Admissions Operations” in the subject line.

Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.

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  • Bachelor’s degree in art and design, marketing or related studies from an accredited college or university
  • Five years of prior experience and expertise in office system and database management
  • Strong organizational skills and managerial skills; strong attention to detail and high level of proficiency on Excel and Word; strong oral and written communication skills
  • Expertise with Microsoft office and CRM databases
  • Ability to problem solve, organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines; ability to work effectively both independently and within groups
  • Ability to plan, organize, and manage multiple deadlines and cycles and related job duties
  • Ability to develop supportive and collaborative working relationships with students, faculty, and staff
  • Have a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Preferred Qualifications

  • Experience in Admissions
  • Knowledge of art and design education
  • Experience with Ellucian Colleague (Datatel)
  • Experience with Slate CRM

Essential Functions

Administrative — 95%

  • Manage and maintain the prospect database, including but not limited to supervision of data entered by student workers, preparing, updating and managing prospect communication tracks, maintaining prospective student data integrity, updating User Guide and training for position-specific use of CRM software, providing monthly catalogue request reports
  • Consistently audit database and digital records for accuracy, resolving all duplication and integration errors
  • Provide relevant, meaningful data for purposes of recruitment planning and enrollment management projects
  • Assist with system-related tracking and data for recruitment programs and events including email target creation and audience verification
  • Manage Transfer credit evaluations, including but not limited to evaluating transcripts for accepted students for transfer credit, counseling incoming and prospective students on transfer credit eligibility, managing requests for additional transfer credit or re-review, updating and/or creating new transfer guidelines with community colleges, providing transfer credit data to Enrollment Services for registration purposes, managing digital records for students with transfer credit
  • Process tuition deposits including but not limited to entering deposits into database and updating application status and checklist, keeping track of limits for each major, notifying applicants of secured space in program and/or space on waiting list, reporting deposits to the Cashier/Accounting office, managing all digital records for deposited students
  • Assist with Admissions email inbox, providing meaningful correspondence with prospects and applicants
  • Manage 3rd party test score databases (Duolingo, IELTS, TOEFL and College Board), formatting and importing test scores for applicants and prospective students
  • Serve as resource for Recruitment Staff for student data and CRM information and training
  • Serve as back-up to the Director of Admissions Operations, becoming fluent in all software and admissions procedures within the department
  • Serve as back-up during heavy application processing, and back-up for I-20 processing
  • Provide support to department leadership in scheduling cross-departmental meetings as needed

Non-Essential Job Functions — 5%

  • Serve on educational or institutional committees as appropriate
  • Represent ArtCenter at outside events / conferences as necessary and appropriate
  • Maintain memberships and active involvement in applicable professional organizations
  • Other duties as assigned

Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs, or designee or the Associate Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.

Physical Demands and Working Environment

The conditions herein 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 job functions.

This is a full time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position may require flexibility to work a staggered, remote or alternate schedule to meet the demands of the work, which could include weekends or evenings.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, chemicals, dust and noise.

Physical: The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.  Regular and consistent attendance are required for most positions.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.