Administrative Coordinator for Student Affairs
California College of the Arts - Oakland, CA

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THE COLLEGE:
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.

POSITION SUMMARY:
Administratively supports the Associate Vice President for Student Affairs and coordinates projects and initiatives of the Student Affairs Division. Manages key aspects of the day-to-day operation of the Student Affairs Office in Oakland.

REPORTS TO: Associate Vice President for Student Affairs

DEPARTMENT: Student Affairs

RESPONSIBILITIES INCLUDE:
•Provides administrative support to the Associate Vice President for Student Affairs, including management of several budgets. 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.
•Supports the Associate Vice President in his/her role as Title IX designee for students: manages logistics related to communications, coordination of staff roles, investigations, etc.
•Coordinates information and meetings for the interdivisional Students of Concern working group to address the needs of at-risk students.
•Receives and disseminates information from Chimera Cares (student-reported information about other students at risk, coming 2013-14).
•Schedules counseling appointments and works in a professional manner to maintain the confidentiality of sensitive issues and records.
•Provides supervision and mentoring to the Administrative Assistant for Student Affairs, San Francisco campus
•Provides administrative support to other student affairs areas as directed and manages general office administrative support. Hires, trains, and supervises 3-5 student workers each semester, delegating tasks 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. 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 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 support for Student Affairs events including Commencement, Orientation, spring and winter Art Fairs, Welcome and Crunch weeks. Support includes, but is not limited to publication of e-newsletters via Hobson’s, event setup and breakdown, etc. Serves on the planning committee for Commencement and Orientation. Has significant administrative responsibility for these two events.
•Maintains Student Affairs publications and resources (brochures, handouts, etc.). Tracks need and usage, orders and organizes office supplies and materials.
•Keeps main office clean and organized. Coordinates the operation and maintenance of fax machine and printer between departments.
•Responsible for assignment of Oakland lockers, collection of payment, and clean out of lockers at the end of each semester. Coordinates all sales of CCA merchandise. Responsible for developing and managing an electronic inventory/sales database.
•Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
Substantial experience administering a variety of detailed office functions in a high public contact, customer service environment. Demonstrated organizational and administrative skills, including the ability to manage multiple projects and ongoing responsibilities while meeting deadlines in an interruption-rich environment. Must enjoy working with students and the general public. Must be able to exercise diplomacy and sensitivity to confidential information and perform assigned duties with a professional demeanor. Excellent communication skills—both oral and written (writing and editing)—and outstanding interpersonal skills. 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.
APPLICATION INSTRUCTIONS:
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 #2146)
5212 Broadway
Oakland, CA 94618-1487
Fax (510) 594-3681
employment@cca.edu
Application Deadline:
Initial review begins on February 6. 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.

California College of the Arts - 22 months ago - save job
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