- Minimum 3 years’ experience in administrative/office related work
- Customer service-focused individual with excellent written and oral communication skills, detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
- Must be able to coordinate multiple projects and prioritize work under pressure
- Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
- Ability to handle a fast-paced office environment and multiple projects; ability to solve problems and adapt quickly to changing climates and situations
- Effective oral and written communication skills in order to communicate with staff, the campus community, and external organizations
- Strong computer skills, with a proficiency in MS Office Suite and web based content management systems
- Must be comfortable working across a range of end user technologies ranging from web based tools to consumer-centric solutions
- Must be able to work independently as well as be flexible to work as a part of a team and take direction from others
- Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty and staff
- 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
- A bachelor’s degree in business, technology or related studies from an accredited college or university
- Prior experience in higher education
Administrative support — 30%
- Perform general administrative and clerical tasks, including photocopies, digital filing, preparation of mailings, general correspondence, supply management and room bookings
- Assist in the administration and coordination of special departmental projects and initiatives, as assigned, including setting and meeting deadlines; creating work plans and status progress reports
- Manage the calendars and meeting schedule for the Vice President
- Assist with travel arrangements, including hotel, conference registration, and transportation
- Coordinate and set up meetings for IT leadership and arrange for technical setup for effective collaboration/presentation as well as arranging the serving of food/beverages
- Write and distribute meeting agendas and minutes; maintain Third Campus (Technology) Committee’s page on the College’s portal
- Manage the booking of IT Conference Room
Budget and Project coordination — 20%
- Prepare expense reports and invoices; assist in the compilation of budget and other administrative documentation for the department
- Process purchase orders and check requests for technology-related purchases and payments
- Assist in the compilation of budget, project status, task lists, and other administrative documentation for meetings, project updates, and other activities
Technology Project Based Assignments — 40%
- Participate in the testing of technology-based solutions such as new implementations/rollouts of applications on various browsers for compatibility, mobile devices platforms, and remote testing of virtual tools
- Maintain IT’s departmental web page as directed; regularly review and check IT’s online content for accuracy, consistency, and up-to-date information
- Demonstrate for and train non-technical clients/users the basics of standard IT tools such as MS Office automation software and the uses of the College’s portal
- Track and maintain annual support maintenance and related expenditure on technology-based licenses and renewals
- Prepare and send as approved announcements from Information Technology, such as system maintenance notices
- Manage the IT Change Management Calendar; timely record change management activities and make updates to reflect accuracy in change work order and schedule
Other Duties — 10%
- Assist with off-site storage of backup media check-ins and check-outs
- Assist with ergonomics review
- 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 DHR Administrator and Title IX Coordinator, or designee or the Assistant 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.
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 may be exposure to fumes, dust and noise.
Physical: 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.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range 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.
Job description revised 06/2017
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.