ArtCenter College of Design is searching for an experienced Admissions Operations Specialist to join our team.
The salary range for this position: $23.07 - 24.72 per hour. ArtCenter has a 35 hour work week.

Finalsalary is based on education, experience, skills relevant to therole, and internal equity.

About ArtCenter
Foundedin 1930 and located in Pasadena, California, ArtCenter College of Design is a globalleader in art and design education and has had an international reputation forits rigorous, transdisciplinary curriculum, faculty of professionals, strongties to industry, and commitment to socially responsible design. ArtCenter is aprivate nonprofit fully accredited by the WASC Senior College and UniversityCommission (WSCUC).

Every positionat ArtCenter plays an important part in carrying out the values, goals,strategic vision, and mission of the College. This includes diversity,equity, inclusion, access, belonging (DEIAB) and culture.

Reporting to the Director, Admissions Operations, the Admissions Operations Specialist executes daily systems operations, imports, and maintenance in Slate CRM, Ellucian Colleague Student Information System, and other test/report databases for two admissions application cycles annually. The incumbent is responsible for managing all aspects of application processing, including organization and accuracy of the applicant record, management and deciphering of applicant documents and transcripts, correspondence with applicants relating to application materials and access, changes of status, troubleshooting access issues, and communicating changes to interrelated departments. This position reviews transcripts for potential transfer credit and provides policy guidance to transferring students. This position is a hybrid of on-campus and remote work.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. or as defined by the department. The position is eligible for flexible scheduling and can be performed on-site, hybrid in-region or may be required as a condition of employment. 

Essential Functions

Administrative —95%

• Process admission applications by reviewing the application form and associated documents
• Interpret domestic and international transcripts and calculate GPA
• Evaluate transcripts for transfer credit equivalencies and provide guidance on transfer credit policy.
• Monitor application records and maintain accurate application checklists and requirements.
• Coordinate documents and track physical acceptance packet mailings
• Process changes of status such as withdrawals and deferrals
• Monitor electronic batch processes to transfer online applications into appropriate databases and reconcile ambiguities
• Monitor special application cycles for exchange, readmission, and special student statuses
• Follow-up with applicants regarding required documents respective to status
• Update CRM/SIS records with new organizations and contacts each application cycle
• Reconcile all application statuses at start of each term
• Manage final dispensation of applicant status and required files at the start of each semester; prepare files to send to enrollment services and other departments at start of term
• Suggest efficiencies and opportunities for automation and improvement with application processing
• Assist on various Slate projects, including updating applications, admission and student forms, system prompts and fields, queries, exports, and emails, and other data entry work.
• Additional duties (as needed): answer incoming telephone calls; advise and inform callers and visitors by offering general information about the College's admissions practices and procedures; schedule appointments for prospective students to meet with assistant directors; front desk coverage

Non-Essential Job Functions — 5%

• Serve on educational or college-wide committees, work groups, task forces and/or councils 
• Maintain memberships and active involvement in applicable professional organizations 
• Other duties as assigned 

• At least 2 years’ experience in administrative and office-related work
• Prior experience with record maintenance, data entry, and entry-level query building in databases such as an SIS and/or CRM
• Proficient in the use of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Demonstrates excellent time management skills, reliability and resourcefulness, strong organizational skills with regard for details and data integrity, and ability to balance competing priorities
• Takes initiative to complete work accurately, check work thoroughly, and anticipate potential issues for internal and external constituents
• Strong interpersonal and communication skills, both written and spoken, to work effectively with diverse audiences, including students, parents, faculty, and staff with a high regard for professionalism
• A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities of students, faculty, staff and the public
• Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business
• Ability to work independently with minimal supervision and collegially as part of a team

Preferred Qualifications

• Bachelor’s degree from an accredited college or institution
• Experience in undergraduate admissions, higher education student services, customer service or closely related area.
• Appreciation of art/design
• Experience working in hybrid work environment with collaboration tools such as Microsoft Teams, Zoom, and Sharepoint

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, chemicals, 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.

Diversity StatementArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital status, religion, sexual orientation, age, disability, veteran status, socioeconomic status and political viewpoint.

Equal Opportunity EmployerArtCenter is committed to a policy of equal employment opportunity and does not discriminate against its employees or applicants on the basis of race, color, religious creed, sex, ancestry, national origin, citizenship, age, physical or mental disability, medical condition (including HIV and AIDS), genetic characteristic or information, pregnancy, marital status, military or veteran status, sexual orientation, gender, gender identity, transgender identity, gender expression, protective hairstyles, or any other characteristic protected by applicable state or federal law. Equal employment opportunity is extended to all persons in all aspects of the employer-employee relationship, including without limitation, recruitment, hiring, upgrading, training, promotion, compensation, benefits, leave of absence, transfer, discipline, layoff, recall and termination. This commitment applies to all persons involved in the operations of ArtCenter and prohibits unlawful discrimination by any employee of ArtCenter. Applicants who wish to request an accommodation for a disability may contact the Office of Employee Experience and Engagement at (626) 396-2270.

Land Acknowledgment:
ArtCenter College of Design occupies the region of the ancestral and traditional land of the Hahamog'na Tongva people, the stewards of the San Gabriel Valley area around present-day Pasadena.

ArtCenter Employees have a Mandatory Duty to Report 
All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs or designee, or the Associate Dean of Students or designee. Faculty, who have a mandatory duty to report, are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.