Administrative Assistant California College of the Arts
Manages the day-to-day operation of the Student Affairs Office in San Francisco. Administratively supports the range of needs of the Office of Student Life and the Student Affairs Division.
MAIN RESPONSIBILITIES: Serves as Student Affairs Office general point of contact for greater CCA community and the public at large. Receives CCA students, prospective students, staff, faculty, alumni, and the public, in person, by phone, and in writing; answers questions and screens inquiries for referral to appropriate staff members or campus departments. Works in a professional manner to maintain the confidentiality of sensitive issues and records. Assists students in accessing and utilizing various support services and programs, including: Academic Advising, Learning Resources, International Student Affairs & Programs, Student Life, Counseling Services, Access & Wellness, Career Development, and Housing & Residential Life. Duties include referring students to appropriate persons and/or available materials, scheduling counseling appointments and assisting students in accessing necessary information. Utilizes general knowledge base of Student Affairs to answer routine questions and appropriately receive and direct concerns. Uses database software to find student information, communicate with students, and run reports. Provides administrative support to the Director of Student Life (and other areas as directed). Provides support for student life related events and initiatives, including but not limited to, Commencement, Orientation, campus-wide lunches, spring and winter Art Fairs, Excellence in Student Leadership Awards, Welcome and Crunch weeks. Support includes, but is not limited to collection and distribution of materials and key deadlines, assembling packets, event setup and breakdown, etc. Works at the following weekend events, spring (April) and winter (November) Art Fairs and Commencement (May). Serves on the planning committee for Commencement and Orientation. Has significant administrative responsibility for these two events. Hires, trains, supervises, delegates tasks and evaluates work-study students each semester. Responsible for work-study students' workload and maximizing productivity and professionalism. As supervisor for work-study students, must approve timesheets and maintains work-study students' handbook. Oversight of a team of work-study student designers and coordinates the design and production of print and digital material for student life events and initiatives (e.g. campus planner, posters, banners), orientation (e.g. schedules), and commencement (e.g. program and signage). Oversight of social media platforms which highlight the events and news on-campus and the greater Bay Area. Coordinates general office administrative support. Responsible for ongoing administrative duties, digitally filing and tracking data of key events (e.g. orientation and commencement) and initiatives, space reservation, daily mail runs, etc. Managing various processes for student life related events and initiatives, not limited to but including purchasing and hiring of student leaders and external instructors. Coordinates the operation and maintenance of Student Affairs divisional printer. Keeps main office clean and organized. Maintains Student Affairs publications and resources (brochures, handouts, etc.) Tracks usage, orders and organizes office supplies and materials. Responsible for assignment of San Francisco lockers, collection of payment, and clean out of lockers at the end of each semester. Coordinates sales of Student Affairs CCA merchandise. Responsible for developing and managing an electronic inventory. Maintain relationships with key departments (e.g. Marketing & Communication, Purchasing, Student Records, etc.) that support student life events and initiatives. Performs other duties as assigned.
Substantial experience administering a variety of detailed office functions in a high public contact, customer service environment. Demonstrated outstanding organizational and administrative skills including the ability to effectively manage multiple projects and ongoing responsibilities in conjunction with meeting deadlines. Ability to work effectively in a fast paced environment with regular interruptions. Commitment to providing excellent customer service. Must enjoy working with students and the general public. Excellent communication skills - both oral and written (demonstrated writing and editing skills) and outstanding interpersonal skills. Ability to maintain confidentiality and perform assigned duties with a professional demeanor. Proficiency in using Microsoft Office Suite, particularly Word and Excel, and the ability to quickly learn new software applications. Proficiency in database management preferred. Experience using Datatel Colleague or similar ERP software preferred. Should be creative, resourceful, and flexible. Interest in the arts and experience in an educational institution is appreciated. Ability to work occasional evenings or weekends (for special events). Supervisory experience a plus.
Location San Francisco
Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Questions? Please address any questions to email@example.com.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.