Division Senior Coordinator

ArtCenter College of Design•Pasadena, CA

12d•$33 - $37•Onsite

About The Position

ArtCenter College of Design is searching for an experienced Division Senior Coordinator to join our team. About ArtCenter Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC). Every position at ArtCenter plays an important part in carrying out the cultural values, goals, strategic vision, and mission of the College. This includes upholding and cultivating an inclusive, respectful, and welcoming environment where everyone feels a sense of belonging. Reporting to the Division executive director of academic affairs, the senior coordinator will provide administrative and operational support to the Department. The incumbent will assist the department chair, associate chairs, and/or assistant chairs with educational administrative projects and advise students. This position is the first point of contact and will interface with students, faculty, staff, and guests of the department. This is a full-time on-site position with a schedule of Monday through Friday, 8:30 to 4:30 p.m (7-hour workday) or as defined by the division. The position is eligible for flexible scheduling and can be performed, remotely, hybrid or combination, with at least four days in the office or required as a condition of employment.

Requirements

High school diploma or GED
At least 5 years of administrative support experience in progressively responsible positions
Ability to maintain good working relationships with various internal and external stakeholders related to the ongoing operations of the division, including professional associates, outside partners, executive leadership, administrators, faculty, staff, students, and alumni
Strong written and oral communication skills
Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.); experience with social media platforms
Ability to coordinate and manage multiple calendars
Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
Ability to work effectively both independently and within groups
Ability to maintain good working relationships with various internal and external stakeholders related to the ongoing operations of the division, including professional associates, outside partners, executive leadership, administrators, faculty, staff, students, and alumni
Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenter’s diverse communities
Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Nice To Haves

Bachelor’s degree from an accredited college or university
Background or interest in art and design
Prior experience in higher education
Some graphic design capabilities with Photoshop, Illustrator or InDesign
Bilingual skills

Responsibilities

Serve as primary administrative support to provide departmental administrative and clerical support; take the lead in implementing improved operational procedures and programs; write and distribute correspondence with faculty and students
Work with the division director of operations to coordinate and track all department purchasing and expenses, prepare expense reports, process purchase orders, check requisitions, wire transfers, faculty payment forms and assist in the compilation of any other administrative documentation for the departments
Provide event logistical support by coordinating all arrangements such as, AV, signage, catering, photography and parking; and coordinate and prepare event-day activities for division events and meetings
Manage the distribution of hardware, equipment and licenses of software for students and faculty
Coordinate meetings and travel for department staff and leadership, including flights, lodging, rental car, etc.; assist with related expenses and contact reports and submit payment requests
Manage departmental academic calendar and keep current the calendar for chair and associate, assistant chairs including scheduling meetings, time away from the office and special events
Maintain and manage a digital filing system for the department, according to division protocols
Write and distribute meeting minutes
Coordinate educational program data and communications with internal partners throughout student careers, including curriculum plans, security access, enrollment, student diplomas, etc.
Alternate approver for part-time faculty and student worker timesheets
Work with the department of environmental health and safety to maintain a safe and secure work and learning environment for students, faculty and staff
Work with the division executive director of academic affairs, chairs, associate and assistant chairs, to schedule courses according to curricular and enrollment needs, including classrooms, faculty teaching and non-instructional loads
Coordinate work with the executive director of academic affairs and the associate provost of faculty affairs, Enrollment Services, and Payroll to ensure that course scheduling data and reporting are accurate and up-to- date
Manages and submits course cancellation documentation and cancellation fee forms each term
Manage the scheduling of guest speaker programs and workshops; ensure proper paperwork is completed.
Manages the schedule of faculty Special Assignments each term and submits and manages completion of special assignment forms.
Provides support for departmental events (Design Invitational, LA Auto show, Monterey Car Show and additional events) This includes contacting vendors, coordinating volunteers and faculty assignments and on-site set up and tabling.
Manage the collection of assets from faculty for archival requirements (accreditation, marketing and communications) each term (student work, syllabi, etc.) according to divisional protocols
Create and manage an ongoing list of industry contacts, competitions, and scholarship opportunities
Manage coordination of keycard access for students and faculty
Plan and lead New Student Orientation in partnership with the chair and associate chairs and the Center for Student Experience
Advise and support students with administrative, studio classes, school life, and other needs
Help students navigate college procedures, resources, and departments
Collaborate with Enrollment Services, Center for Student Experience, Creative Careers and Sponsored Projects teams to ensure that the curriculum conforms to audit and class scheduling requirements
Serve on educational or college-wide committees, work groups, task forces and/or councils
Other duties as assigned