Employment at ArtCenter

ArtCenter Extension (ACX)

Administrative Assistant - Front Office

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, access, belonging and culture.

This position provides front office administrative support for ArtCenter Extension at the South Campus location, greeting walk-in visitors and answering incoming telephone calls from prospective students and others requesting assistance or information about the College.

Hours for this position: 10am–6pm Monday through Thursday, plus 9am–5pm Friday. Some weekend work is required for open houses, special events, orientation, etc.

Reports to: Manager, ArtCenter Extension

FLSA status: Non-exempt

Salary grade: 5

Job posted 6/2/22. 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 “Administrative Assistant - ACX” 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


  • Minimum 3 years of experience in administrative/office related work
  • Excellent interpersonal and communication skills; professional phone etiquette
  • Detail-oriented with strong organizational, multi-tasking and prioritizing skills; must have ability to follow-through and complete projects
  • Solid data entry and word processing experience, and other computer-related skills; knowledge of Macintosh operating system is a plus
  • Ability to maintain a courteous demeanor and handle pressure is necessary
  • Must be customer service oriented
  • Must be able to work independently as well as be flexible to work as a part of a team and take direction from others
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities

Preferred Qualifications

  • Bachelor’s degree preferred in art, education, communication, or related field
  • Experience in higher education
  • Interest in art and design
  • Experience in retail or related customer service industry

Essential Functions

Front Office — 50%

  • Heavy phones and walk-in assistance: answer incoming telephone calls from prospective students and others requesting assistance or information about the College; greet walk-in visitors; respond to inquiries or refer callers to appropriate respondents as needed
  • Provide callers and visitors with general information about the ArtCenter Extension department, course offerings and registration procedures
  • Receive, open and distribute mail for the department

Registration and Scholarships — 25%

  • Update all scholarship materials including poster, poster mailing list, scholarship letters, scholarship portfolio labels; update scholarship applications and post on website
  • Receive, open, and prepare incoming scholarship applications and portfolios for review—this includes organizing application materials for processing, labeling the portfolio for identification, and placing the portfolio in the portfolio room
  • Prepare materials for portfolio and scholarship reviews by pulling applicable files and portfolios and placing them in the designated meeting room
  • Provide receipts and proof of payment letters for ArtCenter Extension students
  • Update confirmation and scholarship letters; Caltech, Occidental, and Staff/Faculty tuition remission information
  • Process and prepare scholarship acceptance letters for mailing

Data Entry and Reporting — 10%

  • Assist with processing registration materials for all programs – heavy data entry
  • Enter information on prospective students into the Prospect database; update NCOA National Change of Address mailing lists
  • Update academic mismatch report each term
  • Cross-train on accounting procedures and provide accounting back up when needed

General Office — 10%

  • Order and maintain inventory of all office supplies and small equipment for the ArtCenter Extension department, interacting with outside vendors as needed
  • Perform general administrative and clerical tasks as needed for the department, such as photocopying, scheduling conference rooms and meetings, preparation of mailing, and general correspondence
  • Check main voicemail line and respond to messages throughout the day; update ArtCenter Extension phone tree greetings with new term information; work with IT department to update voicemail messages
  • Respond to ACX, ACX Teens, and ACX Kids general email inquiries

Other Tasks — 5%

  • Create flyers, signage and event materials for Experience ACX, ACX Teens and special events
  • Attend ACX Teens and ACX Kids first day and open house events
  • Update and distribution of office Emergency Contact List
  • Cross-train on procedures usually assigned to other ArtCenter Extension staff positions, and assist in times of absence or backlog as needed
  • Assist Manager and Directors with special projects as needed

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 with a schedule of 10am–6pm Monday through Thursday, and 9am–5pm Friday. The position is eligible for flexible scheduling and can be performed, remotely, hybrid or combination or required as a condition of employment.

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. 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.

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.