Employment at ArtCenter

First Year Immersion

Coordinator, First Year Immersion

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion and culture.

First Year Immersion is a program at ArtCenter for students who have yet to declare a major. The program is designed to rethink the ArtCenter early-term experience to reflect pervasive shifts in design education toward the interdisciplinary, as well as student wellness and retention. With learning outcomes that focus on historical, conceptual, and contextual awareness, the goal is to nurture a holistic practice that will provide the groundwork for rapid development of more specific skills once students enter their major of choice.

Reporting to the Faculty Director of First Year Immersion, the Coordinator coordinates, oversees, and performs a wide variety of administrative and program support activities for the FYI department. This position is the frontline interface for students, faculty and guests to the department and serves as a key organizer of the department, providing day-to-day operational and administrative support for the department to reach its operational goals. The ideal candidate for this role is professional, energetic, enthusiastic, and detailed-oriented with a positive attitude and exceptional administrative skills.

Reports to: Faculty Director, First Year Immersion

FLSA status: Non-Exempt

Salary grade: 7


Job posted 6/9/22. Applications will be accepted until the position is filled. Qualified applicants should send resume with cover letter and employment application to HR@artcenter.edu and reference “Coordinator, FYI program” 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

  • 2–4 years of experience in administrative/office related work
  • Ability to handle a fast-paced office and multiple projects to accomplish tasks quickly and accurately and work under pressure of tight deadlines
  • Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty and staff
  • Must be a strong decision maker and have the ability to anticipate needs of the executive and potential issues before they arise
  • Strong research, organizational and time management skills
  • Excellent written and verbal communications skills
  • Strong computer skills including Excel spreadsheets, Adobe Creative Cloud and managing databases
  • A demonstrated 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 in art or related studies from an accredited college or university
  • Background or experience with higher education or non-profit organization
  • Bilingual skills a plus


Essential Functions

Administrative Support — 60%

  • Perform general administrative and clerical tasks including answering phones, directing inquires, photocopies, filing, preparation of mailings, general correspondence, supply management and room bookings
  • Coordinate meetings and travel arrangements, expense reports, and other department reports
  • Maintain Faculty Director’s calendar
  • 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 program events and meetings, coordinating all arrangements such as, AV, signage, catering photography and parking

Educational Support — 35%

  • Schedule and manage all aspects of student term reviews
  • Collect assets from FYI 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 Art and Design industry contacts, competitions, and scholarship opportunities

Non-essential — 5%

  • Manage department requests in support of faculty, alumni, and students
  • Proficiency with social media platforms (Facebook) in order to update program page as needed
  • 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 Director, Title IX Compliance and Programs, or designee or the Associate 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.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position may require flexibility to work a staggered, remote or alternate schedule to meet the demands of the work, which could include weekends or evenings.

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.