- 2–4 years of experience in administrative/office related work
- Detail-oriented with strong organizational, multi-tasking and prioritizing skills; must have ability to follow-through and complete projects
- Ability to handle a fast-paced office and multiple projects
- Strong computer skills including proficiency in MS Office Suite products
- 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 Art Center’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 art or related studies from an accredited college or university
- Bi-lingual skills a plus
- Background or interest in art and design
Administrative Support — 60%
- Perform general administrative and clerical tasks including photocopies, filing, preparation of mailings, general correspondence, supply management and room bookings
- Coordinate meetings and travel arrangements, expense reports, and other department reports
- Maintain and keep current the calendar for Chair including scheduling meetings, time away from the office and special events
- Manage vendor relations, generate faculty payment requests, check requests, purchase orders, honoraria forms
- Prepare expense reports, reimbursements and invoices; assist in the compilation of budget and other administrative documentation for the departments
- Maintain an organized digital filing system
- Write and distribute meeting minutes
- Provide event support and logistics with preparation and event-day activities for department events and meetings, coordinating all arrangements such as, AV, signage, catering photography and parking
- Coordinate, organize, train and track the departments student workers, authorize and submit copies of Student Employment Authorization Forms to Human Resources; maintain spreadsheet
Educational Support — 35%
- Schedule and manage all aspects of student term reviews
- Collect assets from faculty for archival each term (student work, syllabi, etc.)
- Coordinate the arrangements for and tracking of student scholarship reviews, including scheduling rooms, tracking applications and faculty responses, ordering food and equipment, tracking scores, communicating outcomes to students and Financial Aid Department
- Create and manage an ongoing list of industry contacts, competitions, and scholarship opportunities
- Manage ordering, distribution, and return of dedicated room keys to students and faculty
Marginal Job Functions — 5%
- Manage department requests in support of faculty, alumni, and students
- Proficiency with social media platforms (Facebook) in order to update the department page as needed.
- Other duties as assigned
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 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.
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.
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.