Administrative Assistant
California College of the Arts - San Francisco, CA

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Founded in 1907, California College of the Arts (CCA) is an independent art college with undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, curatorial practice, design, design strategy, 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.

Manages the day-to-day operation of the Student Affairs Office in San Francisco. Administratively supports the range of needs of the Student Affairs Division.

REPORTS TO: Associate Vice President for Student Affairs

DEPARTMENT: Student Affairs

•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.
•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, Undergraduate Exhibitions, Career Development, and Residential Life. Duties include referring students to appropriate persons and/or available materials, scheduling counseling appointments and assisting students in accessing necessary information (such as student medical ID numbers). Utilizes general knowledge base of Student Affairs to answer routine questions and appropriately receive and direct concerns.
•Provides administrative support to the Associate Vice President for Student Affairs (and other areas as directed). Coordinates general office administrative support.
•Provides support for Student Affairs events including Commencement, Orientation, spring and winter Art Fairs, Welcome and Crunch weeks. Support includes, but is not limited to collection and distribution of materials, assembling packets, receiving RSVPs, event setup and breakdown, etc. Serves on the planning committee for Commencement and Orientation. Has significant administrative responsibility for these two events.
•Works in a professional manner to maintain the confidentiality of sensitive issues and records.
•Hires, trains and supervises 3-5 student workers each semester, delegating some reception responsibilities and other tasks to student assistants as appropriate. Responsible for student assistants’ workload and maximizing productivity and professionalism. As supervisor for student assistants, must approve timesheets and maintains student assistant handbook.
•Serves as Student Affairs Office general point of contact for greater CCA community and the public at large.
•Responsible for ongoing administrative duties, such as word processing, filing, data entry, report processing, appointment making, scheduling meetings, creating agendas, mailings, emails, etc. Uses Datatel Colleague to find student information and communicate with students.
•Coordinates the operation and maintenance of fax machine and printer between departments.
•Keeps main office clean and organized. Maintains Student Affairs publications and resources (brochures, handouts, etc.)
•Tracks need and usage, orders and organizes office supplies and materials.
•Coordinates all sales of CCA merchandise. Responsible for developing and managing an electronic inventory/sales database.
•Responsible for assignment of San Francisco lockers, collection of payment, and clean out of lockers at the end of each semester
•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.
SALARY: Applicants are requested to state salary history and requirements; position includes a comprehensive benefits package.
Applicants are invited to submit a letter of interest, resume and contact information for three professional references to:
California College of the Arts
Human Resources (Job #2144)
5212 Broadway
Oakland, CA 94618-1487
Fax (510) 594-3681
Application Deadline:
Initial review begins on February 4. Screening will continue until the position is filled. NOTE: If you wish to be notified of the status of your application for this position, please provide a current email address on your resume or cover letter.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

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