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Art Center College of Design | Pasadena, California | Learn to Create. Influence Change.

Title: Administrative Assistant, Development and External Affairs

Department - Development and External Affairs

Type - Full-time staff

Description

Provide general administrative support to the Development and External Affairs (D&EA) team, including serving as the departmentís primary receptionist, answering calls and general inquiry email, responding to and directing inquiries, taking RSVPs, scheduling meetings, maintaining files, updating databases and archives, and ordering supplies.† †

Because the work of D&EA is focused on extramural relationships, many of its team members are deployed in the field at any given time.† The Administrative Assistant plays a vital role in providing prompt response to inquiries and requests.† S/he fulfills many routine requests, directs traffic, and seeks information that speeds response time by alumni relations, development and marketing and communications officers. † †

The department has several senior coordinators who share office management responsibilities and ensure timely completion of simultaneous and overlapping projects throughout the year.† The Administrative Assistant reports to the Senior Coordinator, Marketing and Communications and also works closely with the Senior Coordinator, Development and Senior Grants Coordinator to provide timely assistance where it is most needed.† Further, the Administrative Assistant assists in invitation and RSVP management for alumni, donor and media events, necessitating close collaboration with the Associate Director, Alumni Relations and Director, Special Events.†

ESSENTIAL FUNCTIONS

  • Provide administrative support to the D&EA team
  • Provide professional and courteous reception to extramural constituents (i.e. alumni, donors, friends, neighbors), media representatives, and the general public, as well as to students, faculty and staff
  • Respond to and direct inquiries as appropriate, utilizing an ever-growing knowledge of College policies, departments and personnel
  • Produce written correspondence that conveys information succinctly and is grammatically correct
  • Coordinate campus tours by community members
  • Schedule meetings and plan meeting logistics
  • Assist with calendar management, travel arrangements, and expense reports
  • Sort mail and ensure delivery to appropriate staff member
  • Track invitation responses using Raiserís Edge event module and run event attendance reports; create name tags and directional signs as needed for special events
  • Monitor and respond to requests on general PR, Special Events, and Alumni Relations phone lines
  • Monitor and respond or forward as appropriate emails to Marketing and Communications and Alumni Relations general inquiry addresses
  • Update information in media clip, image and design job databases; create and maintain design job numbers and create job folders on server; maintain online and physical files for vendors, POs, contracts and invoices; archive sample materials
  • Monitor inventory of Art Center identity items and fulfill requests
  • Prepare bill-backs to other departments for Art Center identity items, business cards and messenger costs
  • Other related duties in support of Development & External Affairs, as may be assigned

Qualifications

  • 2Ė3 years of administrative experience preferably in a higher education environment, providing clerical support including drafting correspondence, email, and telephone communication
  • Excellent customer service skills
  • Strong organizational skills and proficiency in MS Office software necessary; experience using relational databases such as MS Access and Raiserís Edge strongly preferred
  • Must exercise common sense, sound judgment, tact, discretion, confidentiality, patience and persuasion
  • Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operation while working under constant deadlines and maintaining a detail-oriented approach to each task
  • Ability to assess, prioritize and track the flow of work on a daily basis; type reports and other documents efficiently
  • Ability to staff periodic weekend and evening events
  • Bachelorís degree preferred, but not required † †

 

Applicants are asked to include a cover letter with their resume and state their salary expectations.

Art Center 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.††

Apply

To apply, submit cover letter, resume, and salary history to hr@artcenter.edu
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