Employment at ArtCenter

Facilities and Campus Planning

Senior Coordinator, Facilities and Campus Planning

This position performs administrative support and general office management duties for the Vice President, Facilities and Campus Planning.  Responsibilities include budget and project coordination, asset inventory, Facilities help desk monitoring, calendar management, written correspondence to internal and external customers and dispatching. 

Reports to: Vice President, Facilities Campus Planning

FLSA status: Non-exempt


Job posted 11/13/18. Applications will be accepted until the position is filled. Qualified applicants should send cover letter with resume and employment application to HR@artcenter.edu and reference “Senior Coordinator #6010” 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.

Download ArtCenter Application


Qualifications

  • 3 years’ experience providing administrative support to senior level administrators
  • High School diploma, or two-year degree; or a combination of experience and education
  • Solid computer skills using MS Office Suite software (Word, PowerPoint, Excel, Outlook); strong internet research skills
  • Excellent written and oral communication skills (including editing and proofreading)
  • Detail-oriented, highly organized, able to balance priorities, take initiative, reliable and resourceful
  • Excellent interpersonal skills to work effectively in a diversity community, with all levels of faculty and staff, outside professionals and other vendors
  • Ability to handle a fast-paced office environment and multiple projects; ability to solve problems and adapt quickly to changing climates and situations
  • Ability to work with competing priorities, meet deadlines, and work as part of a team in project and event coordination, as well as work independently
  • Ability to provide proactive problem resolutions
  • Ability to work occasional weekends and evenings
  • Ability to travel between campuses
  • 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

  • Prior experience in higher education, architecture, construction, facilities
  • Bachelor’s degree from an accredited college or university
  • Basic knowledge of Adobe Creative suites (Photoshop, Illustrator, InDesign)

Essential Functions

Administrative Support — 50%
  • Provide general administrative and clerical support, including receiving and directing visitors and making travel arrangements for the FCP Department
  • Manage and maintain database of inventory of College assets under the responsibility of the FCP Department; collaborates with Support Services to tag, inventory, allocate and dispose of assets
  • Attend and prepare minutes and/or reports for departmental or committee meetings as needed
  • Maintain and keep current the calendar of the VP and FCP Department, including scheduling meetings, time away from the office and special events
  • Originate, review, edit, proofread, compile, and send correspondence and other forms of communication on behalf of FCP Department, as needed
  • Prepare presentations and reports; assist in the creation and distribution of various reports and other documents
  • Assist in maintaining the overall FCP Department schedule of all projects both in physical and digital formats
  • Maintain and keep current the department’s Inside page and the Campus Facilities Committee’s Inside page
  • Coordinate and set up meetings for VP and arrange for technical setup for effective collaboration/presentation as well as arranging the serving of food/beverages
  • Assist all departments under the VP as needed or assigned
 
Project and Budget Management — 30%
  • Coordinate and track department purchasing and expenses, process purchase orders and check requisitions, ensure invoices are approved for payment
  • Prepare expense reports, corporate card expense reports and assist in the compilation of budget and other administrative documentation for the Campus Planning Department
  • Regularly coordinates with FCP department analyst to ensure accuracy of department and project budgets
  • Assist with third-party vendor contracts and purchase order coordination
 
Non-Essential — 20%
  • Assist with scheduling software maintenance
  • Organize and manage special events held by the FCP Department
  • Administer reservations for un-programmed or shared space under the responsibility of FCP Department
  • 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 is regular 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 file, 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.


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.