Employment at ArtCenter

Public Programs

part-time Administrative Assistant

The Administrative Assistant provides front-office clerical assistance in the Public Programs department at the South Campus location. This involves working with the public, providing friendly customer service, administrative duties and general clerical support.

This is a part-time position, regularly scheduled for 20 hours per week: 4–9pm, Monday through Thursday. Occasional work on Fridays plus some weekend work involved. During peak registration periods, if requested by supervisor, work hours may increase with 1 or 2 days scheduled from 1–9pm.

Reports to: Manager, Public Programs

FLSA status: Non-exempt


Job posted April 17, 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 “part-time Administrative Assistant” 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’ 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
  • 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
  • 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
  • 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%

  • Answer incoming telephone calls and voice mail from prospective students and others requesting assistance or information about Public Programs and ArtCenter College of Design
  • Provide front office customer service for Public Programs; advise and inform students and visitors by offering general information about the Public Programs course offerings, practices, procedures, events, etc.; assist students and faculty with course information and trouble-shoot problems
  • Perform general administrative and clerical tasks for Public Programs Directors, including photocopies, filing, preparation of mailings and general correspondence; assist Directors with special projects as needed
  • Maintain office in a clean, professional and organized manner
  • Cross-train on additional procedures usually assigned to other staff members to assist in times of absence or backlog as needed

Registration — 40%

  • Receive and prepare incoming registration materials — this includes ensuring forms are completed correctly; organizing registration materials for processing; and handling scholarship portfolio materials
  • Accurately enter information on prospective students into the Prospect database; during registration periods, assist with programming registration materials for all Public Programs

Additional Responsibilities — 10%

  • Assist Directors and Program Coordinators with preparation and event-day activities for special events such as exhibit openings, conferences, Open House and Orientations
  • May provide assistance in the areas of outreach and mentoring
  • Provide the Outreach Program Manager with administrative support to assist in the coordination of local outreach events
  • In addition to weekend work for Public Programs events, may work at several local community events throughout the year to engage prospective students

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, 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.

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.