Employment at ArtCenter

Interaction Design and Media Design Practices

Senior Coordinator

The Senior Coordinator for Undergraduate Interaction Design and Graduate Media Design Practices provides the critical administrative support needed for each program to reach its operational goals and is a first point of operational contact for the department. The incumbent will also schedule and facilitate guest lectures; produce special events; manage and book faculty and student travel; process and track all financial paperwork; compose and distribute correspondence; and collaborate with internal and external departments and vendors.

Reports to: Department Chair

FLSA status: Non-exempt

Salary grade: 8


Job posted 7/17/19. 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 IXD/MDP” in the subject line.


Download ArtCenter Application


Qualifications

  • 5–7 years of experience in providing administrative support at a senior level
  • High school diploma; two-year degree from an accredited college or institution, or a combination of education and experience
  • Excellent communication and interpersonal skills to work effectively with staff, faculty and students
  • Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty and staff
  • Customer service-focused individual with excellent interpersonal, written and oral communication skills to work effectively with students, faculty and staff
  • Excellent administrative skills; extremely organized, detail-oriented, and accurate
  • Ability to problem-solve and work independently and in a team; determine priorities and follow through on projects; coordinate complex activities and multi-task
  • Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.), basic editing/design skills with Photoshop, Illustrator and Keynote, basic knowledge of Google Drive and Dropbox
  • 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

  • Bachelor’s degree from an accredited college or university
  • Knowledge of art and design education
  • Prior experience in higher education
  • Experience with social media and web publishing
  • Experience with grant and proposal-writing


Essential Functions

Administrative Support — 50%
  • Serve as primary administrative support for Chair and work closely with Executive Director
  • Provide departmental administrative and clerical support for IXD and MDP departments, their students and faculty; manage department requests in support of faculty and students
  • Manage and keep calendar for Chair and Executive Director, schedule departmental meetings, write and distribute correspondence with faculty and students
  • Coordinate meetings, faculty meetings, workshops and guest speaker presentations; develop, oversee and circulate meeting agendas for workshops and events
  • Organize and manage special events; provide event support including setting up and tearing down
  • Coordinate, organize, train and track the departments’ student workers; authorize and submit copies of Student Employment Authorization Forms to Human Resources; maintain spreadsheet 
  • Maintain an organized filing system; generate faculty payment requests, check requests, purchase orders, honoraria forms
  • Oversee A/V and photography reservations, room set-up, catering, guest parking, arrangements, signage, and other detailed coordination
  • Assist in the administration and coordination of special departmental projects, as assigned, including setting and meeting deadlines; creating work plans and status progress reports
  • Upon Chair’s selection, coordinate hiring and payment process of part-time faculty
  • Work with Enrollment Services and IT to ensure the successful implementation and monitoring of all curricular programming and planning; coordinate with Enrollment Services to ensure course schedules are correct and in place for student enrollment; ensure that new, ongoing and out-of-date classes are updated in centralized systems
  • Represent the department at all internal “A Team” staff meetings each term

Budget Support — 10%

  • Prepare and reconcile expense reports, corporate card expense reports and assist in the compilation of budget and other administrative documentation for the Chair and Executive Director
  • Coordinate and track department purchasing and expenses, process purchase orders reimbursements and check requisitions, ensure invoices are approved for payment
  • Work closely with Chair in tracking of budgets within specific special projects

Academic Advising and Support — 35%

  • Regular advising across two majors, including degree audit overview and signing student forms; in depth understanding of curriculum and willingness to expand and adjust advising structures
  • Manage student and faculty email correspondence for events, department news, study abroad program inquiries, etc.
  • Collaborate with Enrollment Services, Center for Student Experiences, Career and Professional Development, and Educational Partnerships team to ensure curriculum conforms to audit and class scheduling requirements
  • Organize and manage all aspects of scholarship reviews

Non-Essential Duties — 5%

  • Serve on college-wide committees
  • 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 and events; 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. Ability to travel between campuses. Able to work nights and weekends to attend events. Regular and consistent attendance are required for most positions.

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.

 

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.