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Employment at ArtCenter

Campus Planning

Coordinator, Campus Planning

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.

The primary role of the Campus Planning Coordinator is to perform general office management duties and assist the Director of Campus Planning and Campus Planning Team Members. Responsibilities include processing and tracking purchase orders related to construction projects, processing and tracking invoices related to construction projects, coordination of both internal and external meetings, maintaining both physical and digital asset inventories, FFE (Furniture, fixture and equipment) procurement for capital and non-capital projects, maintaining furniture campus standards for all buildings and assisting project managers in the timely completion of tenant improvements, office moves and city permitting process by keeping updated logs pertinent to construction.

Reports to: Director, Campus Planning

FLSA status: Non-exempt

Job posted 3/28/22. 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, CPL” 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.
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Qualifications

  • 3 years’ experience providing administrative support
  • Solid computer skills using MS Office Suite software (Word, PowerPoint, Excel, Outlook); strong internet research skills
  • Excellent written and oral communication skills (including editing and proofreading) detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
  • Excellent interpersonal skills to work effectively in a multi-ethnic and multi-cultural environment, with all levels of faculty and staff, outside professionals and other vendors
  • Highly organized with flexibility to multi-task in a dynamic environment with sometimes competing priorities, meet deadlines, and work as part of a team in project and event coordination, as well as work independently
  • Ability to provide proactive problem resolutions
  • Ability to work occasional weekends and evenings
  • Ability to travel between campuses
  • 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 equivalent education
  • Prior experience in higher education
  • Basic knowledge of Adobe Creative Suite, AutoCAD 2018, Revit, Bluebeam
  • Prior experience in the architecture field or construction related field
  • Basic knowledge of construction process and city approval process

Essential Functions

Administrative Support — 60%

  • Provide general administrative and clerical support, including receiving and directing visitors and making travel arrangements for the Campus Planning Department when needed
  • Manage and maintain database of inventory of college assets under the responsibility of the Campus Planning Department; collaborate with Support Services to tag, inventory, allocate and dispose of assets
  • Attend and prepare minutes and/or reports for departmental, construction project or committee meetings as needed
  • Maintain and keep current the calendar for the Campus Planning Department including scheduling meetings, time away from the office and special events
  • Originate, review, edit, proofread, compile, and send correspondence and other forms of communication on behalf of Campus Planning as needed
  • Maintain Campus Planning project checklist and project directory templates
  • Organize and maintain the physical drawing archive and digital files on our shared drive
  • Maintain and keep current the overall Campus Planning schedule of all construction projects both in physical and digital formats as needed
  • Collaborate with the Marketing and Communications team to maintain the college’s campus maps as needed
  • Maintain and keep current the department’s inside page
  • In collaboration with the project managers, maintain and keep current the digital repository of building floor plans that is tied to the Facilities work order system through ONUMA

 

Project and Budget Management — 30%

  • Coordinate and track department purchasing and expenses, process purchase orders and check requisitions, ensure invoices are approved for payment on a weekly basis
  • Communicate both with internal and external departments / consultants to confirm invoices are approved for payment and progress aligns with billing
  • Prepare expense reports, corporate card expense reports and assist in the compilation of budget and other administrative documentation for the Campus Planning Department
  • Regularly coordinates with Project Control Analyst and Senior Coordinator to the VP of Facilities and Campus Planning to ensure accuracy of department operational and capital project budgets
  • Assist with third-party vendor contracts and required documentation to input new vendors into the ArtCenter system

 

Other — 10%

  • Organize and manage special events held by the Campus Planning Department
  • Administer reservations for un-programmed or shared space under the responsibility of the Campus Planning Department
  • Assist with special internal projects and other duties as assigned in collaboration with other departments 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. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed remotely, hybrid or may be 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, dust and noise.

Physical: The position is performed in an office setting. Employee is stationary most of the time but may move around the office environment 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 10 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. Ability to travel between campuses.

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.