- 5–7 years of administrative support
- Excellent interpersonal, written and oral communication skills to work effectively with students, faculty and staff
- Detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
- Ability to handle a fast-paced office and multiple projects
- Strong computer skills, with a proficiency in MS Office Suite
- Self-Starter, able to work independently
- 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
- Bachelor’s degree from an accredited college or university
- Prior work in an academic environment
- Proficiency in Adobe Suite and some form of Student Information Systems experience
Administration — 65%
- Provide administrative and clerical support to the department including processing of incoming mail and delivered packages, photocopying, filing and communicating messages and purchasing
- Maintain and manage digital files and databases
- Originate, review, edit, proofread, compile, and send correspondence and other forms of communication on behalf of Office, as needed
- Maintain and keep current the calendar for Chair including scheduling meetings, time away from the office and special events
- Schedule and coordinate Chair, faculty and guest departmental related travel, calendar events, special events and field trips, including AV, transportation, collateral printing and communications
- Coordinate and track all department purchasing and expenses, process purchase orders and check requisitions, wire transfers, faculty payment forms, food service forms, etc.
- Coordinate and track all department purchases and expenses; prepare expense reports; assist in the compilation of budget and other administrative documentation for the department’s reporting
- 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
- Coordinate with faculty on film rentals: schedule film rentals, process orders, listing shipping date, show date, insurance value, and method of shipping for faculty and the Purchasing department staff
- Coordinate, organize, train and track the departmental weekly ‘TA’ system, authorize and submit copies of Student Employment Authorization Forms to Human Resources; maintain spreadsheet
Educational Support — 15%
- Coordination of accreditation materials for WASC and NASAD — schedule meetings, document program learning outcomes and syllabus updates
- Support the course scheduling process, implement course changes once schedule is online
- Upon Chair's selection, coordinate hiring and payment process of part-time faculty
- Originate, audit and/or process purchase orders, requests for payment, expense reports and requests for reimbursement for departmental staff and departmental faculty members and other special reports as may be required by the Chair
- Coordinate the ArtCenter Dialogue (Toyota) Lecture Series, including Toyota Fellowships or other matters related to the Toyota Endowment, and possible Teaching Fellows
- Coordinate and support committee meetings for the Chair
- Purchase departmental and class supplies
- Manage Student and Faculty email correspondence for events, scholarships, department news, study abroad program inquiries, etc.
Student Engagement — 15%
- Perform basic student academic advising functions
- Authorize student related forms including Registration Exception, Course Drop Request, After Hours Campus Access, and Field Trip Waivers
- Direct Student Workers in their employment; develop new and on-going departmental job descriptions
- Support hiring and coordination of Teaching Assistants, including Writing Center Tutors
- Web Time Entry review and approval for Teaching Assistants and Student Workers, including Writing Center Tutors
- Coordinate Writing Placement Testing during Orientation week
Marginal Job Functions — 5%
- Interface independently with outside professionals, senior staff, faculty students, volunteers, and executives from other companies and institutions
- Directly coordinate and manage special projects and event coordination
- Other tasks 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.