Division Senior Coordinator

ArtCenter College of Design is searching for an experienced Division Senior Coordinator to join our team.

The salary range for this position: $33.00 - 37.00 per hour. 7-hour workday

Final salary is based on education, experience, skills relevant to the role, and internal equity.

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.

Essential Functions

Administrative Support — 50%

• 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

Educational Support — 35%

• 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

Student Advisement — 10%

• 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

Marginal Job Functions — 5%

• Serve on educational or college-wide committees, work groups, task forces and/or councils
• Other duties as assigned

• 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

Preferred Qualifications

• 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

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 monitors; interactions with other individuals. Due to the work environment, there is regular exposure to fumes, dust, and noise.

Physical: The position is performed in an office setting. Employees are stationary most of the time but may move around the office environment 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 10 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. Regular and consistent attendance are required for most positions. Ability to travel between campuses.

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 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 as needed.

Diversity Statement
ArtCenter 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 Employer
ArtCenter is committed to a policy of equal employment opportunity and does not discriminate against its employees or applicants on the basis of race (including hair texture and protective hairstyle), color, religion (includes religious dress and grooming practices), sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity, gender expression, sexual orientation, marital status, medical condition (genetic characteristics, cancer, or a record or history of cancer), military or veteran status, national origin, ancestry, disability (mental and physical, including HIV/AIDS, cancer, and genetic characteristics), genetic information, request for family care or medical leave, age (over 40), criminal background (Fair Chance Act), reproductive health decision-making, off-duty and off-premises cannabis use, or any other actual or perceived 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, learning and professional development, 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) 396-2470.

Applicant Rights (Prior Cannabis Use)
ArtCenter will not request information from an applicant relating to the applicant’s prior use of cannabis. ArtCenter will not use information obtained from a criminal history about an applicant or employee’s prior cannabis use, unless ArtCenter is permitted to consider that information under applicable law.

Employment At-Will
All employment with ArtCenter is for an unspecified term and is “at-will.” Employees are free to resign at any time, with or without reason, and with or without prior notice. Similarly, ArtCenter has the right to terminate the employment relationship at any time, with or without cause, and with or without prior notice. This “at-will” employment, which includes the College’s right to transfer, discipline, demote, or change the conditions of employment with or without cause and with or without prior notice, cannot be modified, amended or waived by any oral or implied agreement, and may be modified or altered only by an express individualized written employment agreement signed by both the employee and the College president

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 , Title IX Coordinator 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.

Salary : $33 - $37