Employment at ArtCenter

Public Programs

Administrative Assistant

This position provides front office administrative support for Public Programs 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: 12noon–8pm, Monday through Thursday; and 9am–5pm, Friday. Some weekend work is required for open houses, special events, orientation, etc.

Reports to: Manager, Public Programs

FLSA status: Non-exempt

Salary grade: 5


Job posted 4/13/2018. 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 “Administrative Assistant #1201” 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

  • 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
  • Strong computer skills including proficiency in MS Office Suite products with solid data entry and word processing experience, and other computer-related skills
  • Ability to maintain a courteous demeanor while handling a fast-paced office and multiple projects
  • 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
  • Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty and staff
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within Art Center’s diverse communities
  • Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business


Preferred Qualifications

  • A bachelor’s degree in art or related studies from an accredited college or university
  • Bi-lingual skills a plus
  • Background or interest in art and design
  • Knowledge of Macintosh operating system is a plus
  • Prior experience in retail or related customer service industry

Essential Funcitons

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 Public Programs 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 Public Program 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 Public Programs 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 Public Programs phone tree greetings with new term information; work with IT department to update voicemail messages
  • Respond to ACN, ArtCenter for Teens, and Kids general email inquiries
Other Tasks — 5%
  • Create flyers, signage and event materials for Experience ArtCenter at Night, ArtCenter for Teens and special events
  • Attend ArtCenter for Teens and Kids first day and open house events
  • Update and distribution of office Emergency Contact List
  • Cross-train on procedures usually assigned to other Public Programs staff positions, and assist in times of absence or backlog as needed
  • Assist Manager and Directors with special projects as needed

 


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, 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.

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.