Project Manager, Academic Services and External Engagement & Programming
California College of the Arts
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The Project Manager (PM) supports both the day-to-day operations for Academic Services and the External Engagement and Programming team. In their primary function of supporting Academic Services, the PM provides outstanding service and support, both in-person at the Academic Affairs front desk and online, to CCA community members by answering questions and directing people to resources and solutions. The PM monitors and reviews Teamwork Desk tickets and directs them to the appropriate Functional Area teams, ensuring a seamless experience for community members. Under the supervision of the Senior Director of External Engagement and Programming, the PM works with faculty and staff to plan, coordinate, oversee, and host curricular events and projects that involve external partners. The PM’s project work will involve collaboration with other departments and programs including Advancement, Admissions, Career Development, Marketing & Communications, Studio Operations, as well as other key College partners. The PM will utilize the College’s current platforms including cca.edu, CCA Portal, Eventbrite, and social media to increase awareness of and build community engagement with the many events and projects hosted and supported by the External Engagement and Programming team.
All team members provide targeted administrative support and take on special projects as arranged with their supervisor. Specific assignments may shift to support the needs of Academic Affairs and the College.
Responsibilities
MAIN RESPONSIBILITIES:
General Academic Services - 50%
Provide front desk coverage for the Academic Affairs Office.
Answer general questions and reply to inquiries.
Monitor, review and direct Teamwork Desk tickets to appropriate Functional Team(s) or respond with direct solutions.
Work closely in partnership with the Senior Director and Senior Project Manager to support the work of the Divisional Deans to identify, pursue and administer external partnerships, sponsorships, and grants for all Programs.
Oversee and support student internships and corporate/industry relationships.
Serve as primary partner with Divisional Deans, Advancement, CAPL, Career Services, and MarCom.
Liaise with other College offices and support services as necessary.
Maintain email lists and Google Groups (faculty, students, alumni, etc.).
Oversee/assist in procurement efforts.
Other duties/training/special projects may be assigned as needed.
Communications and Marketing Support - 20%
Support consistent branding on CCA Portal and CCA website, external communications, and Social Media.
Support and manage public events.
Work with designers for project-based marketing and communications collateral.
Work with the Marketing and Communications department to update marketing platforms.
Support the hiring of work-study students to attend, maintain, and update social media platforms.
Updating the CCA Portal site with current material to include general program information, curricular updates, special attributions, and celebration events throughout the year.
Update the CCA Portal site for External Engagement and Programming.
Event Planning & Support - 20%
Lead or assist in logistical planning and implementation for events, lectures, sponsored studios, workshops, etc. Support may include onsite event management and event wrap-up. Liaise with appropriate College partners as needed.
Create, build, and monitor Eventbrite online ticketing events as needed.
Must be able to shift work schedules to work nights and/or weekends depending on event needs.
Budget Management - 5%
Monitor project budgets as assigned.
Gather and prepare analytical information for the annual budget proposal process, in concert with the Senior Director.
Supervision - 5%
- Hire, train and supervise work-study students.
Requirements
MINIMUM QUALIFICATIONS:
1+ year of administrative experience at an education or nonprofit organization, or other similar environments.
1+ year of customer service experience.
Baccalaureate degree or equivalent work experience
Embrace working in a diverse community of staff, faculty and students with demonstrated ability to foster an open and diverse academic and administrative environment.
Excellent written and verbal/interpersonal skills.
Excellent organizational and time management skills; competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions.
Ability to work independently, prioritizing responsibilities with minimal oversight, as well as proven experience working as part of a team.
Ability to exercise sound judgment and resolve diverse problems.
Experience with social media and event coordination.
High level of attention to detail and adherence to deadlines.
Ability to handle sensitive, confidential matters with discretion.
Familiarity with and ability to apply technological innovations.
Competence in MS Office Suite, Google Apps, Excel, and data entry required.
Preferred:
1+ years of administrative experience at a higher-ed institution. Preference given for experience at higher-ed art and design institutions.
2+ years of customer service experience.
Baccalaureate degree preferred with stronger preference for one of the areas represented at CCA.
Experience with a software-based ticketing system.
Experience with a student information system (SIS) and customer relationship management systems (CRMS).