Employment at ArtCenter

Admissions

Coordinator, Admissions Services

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion and culture.

The Coordinator provides the day-to-day administrative support activities for the department assisting with both recruitment and admissions processes for all degree programs. This position is a front line facing, on-campus position providing excellent customer service and information about the College to the general public, prospective students, and applicants. This position processes admissions documents such as transcripts, test scores, and other official documents.

In addition, this position is responsible for processing documents for international student visas. This includes getting required documents, verifying I-20 documents for the F-1 student visa application and entering the I-20 document in the federal government SEVIS system. This position will also counsel students on visa regulations and requirements.

Reports to: Director of Admissions Operations

FLSA status: Non-Exempt

Salary grade: 7


Qualified applicants should email their cover letter with resume and employment application to hr@artcenter.edu with the subject line “Admissions: Coordinator, Admissions Services”.

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Posted 12/22/2021


Qualifications

  • 3–5 years of prior experience providing administrative support
  • Experience interfacing with a variety of audiences providing responding to questions and concerns with a high regard for professionalism
  • Excellent interpersonal communication skills to work effectively with diverse groups and constituencies, including students, parents, faculty, and staff
  • Strong organizational time management skills, detail-oriented, highly organized, able to balance priorities, reliable and resourceful
  • Takes initiative to complete work accurately, check work thoroughly, and anticipate potential issues for internal and external constituents
  • Demonstrated punctuality to open/close physical office and phones according to office hours and timeliness in completing work and responding to requests promptly 
  • Ability to work independently and as part of a team
  • Strong data entry and computer skills with proficiency in MS Office Suite and databases
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities of students, faculty, staff and the public
  • Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Preferred Qualifications

  • Bachelor’s degree from an accredited college or institution
  • Appreciation of the Arts
  • Prior work experience in higher education
  • Experience using Slate client relationship management (CRM) and Colleague student information systems (SIS) databases
  • Prior experience with federal government SEVIS system


Essential Functions

Application Document and Visa Processing — 60%

  • Process and organize incoming application documents entering information in database for applicants, including calculating GPAs, and match incoming materials with the correct files
  • Follow up on missing application materials, letting applicants know what is needed to make their file complete
  • Process health certificates by updating the student information database; notify applicants of missing or incomplete health forms
  • Process and create I-20 immigration documents in the SEVIS system; provide advice to international applicants and incoming students
  • Assist with data entry of prospective student and applicant information in the database

Administrative Support — 35%

  • Provide administrative and clerical support to the department including processing of incoming mail, email and delivered packages; scanning; photocopying; filing; communicating messages; assist with walk-ins
  • Serve as back-up for in-office reception and assistance, providing information to guests, prospective students and applicants by telephone, email, and text message including scheduling counseling appointments and campus tour reservations, all aspects of admissions, and general information on the College; log interactions in prospect records as appropriate
  • Manage the Admissions Department’s email inbox, replying to inquiries and routing specialized questions to the appropriate staff member for follow-up
  • Assist with calendaring and scheduling for Admissions office in Outlook and Slate database including daily scheduling for Operations and Recruitment activities as well as frequently updating it with future holidays, info sessions, and other recurring events

Non-Essential Job Functions — 5%

  • Cross-train in procedures usually assigned to other staff and assist in times of absence or backlog as needed
  • Assist with coordinating student orientation program and recruiting events
  • Other tasks and projects 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.


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