MAIN RESPONSIBILITIES:

General Program Administration - 40%

• Process purchase requisitions for instructional/studio materials, supplies, vendors, independent contractors, catering, and speaker fees.

• Run reports, enter and validate data; identify issues; propose potential solutions.

• Maintain Divisional email lists, google groups (faculty, students, alumni, etc.) for respective programs.

• Assist with web and portal reviews and updates as needed.

• Serve as a point of contact for students, faculty, and external guests.

• Liaise with other college offices and support-services as necessary.

• Maintain program files and archives. Assist with program portfolios in collaboration with the program chair.

• Provide assistance to the dean, assistant/associate director, and chair(s) in institutional assessment and accreditation processes as needed.

• Other duties/special projects as assigned by divisional assistant director, and/or dean.

• Obtain and maintain proficiency in all relevant college platforms and systems. Attend trainings and update skills as needed.

• Understand and utilize academic affairs standard operating procedures while carrying out all work duties.

Budget Management - 20%

• Monitor program and project budgets as assigned.

• Gather and prepare information for the annual budget proposal process, in concert with the assistant director and chair(s).

Course Scheduling and Enrollment Management - 15%

• Under the supervision of the AD, analyze and track enrollment/degree progress, to inform course schedule planning and solve enrollment problems in concert with the functional team as needed.

• Assist in resolving course scheduling issues, conflicts (i.e. faculty assignments, rooms, days/times) and changes.

Event Planning & Support - 15%

• Assist in coordinating planning and implementation for events, symposia, curricular reviews, etc. Support will include onsite event management and event wrap-up. Liaise with appropriate college partners as needed.

• Reserve rooms for events, collect assets for design lecture series and newsletters, and post event listings.

• Manage divisional social media posting for events and projects.

Supervision - 10%

• Recruit, hire, train, and supervise work study students.

COMPENSATION & BENEFITS:

• The compensation for the position is $28.79 per hour.

• CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match, and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits.

MINIMUM QUALIFICATIONS:

• 1+ year of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions.

• Associate degree

• Should embrace working in a diverse community of staff, faculty and students.

• Excellent written and verbal/interpersonal skills.

• Excellent organizational and time management skills; competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions.

• Experience with social media and event coordination.

• Able to follow directions with minimum oversight and work independently as needed.

• Ability to exercise sound judgment and resolve diverse problems.

• High level of attention to detail.

• Ability to handle sensitive, confidential matters with discretion.

• Familiarity with and ability to apply technological innovations.

• Competence in Google Workspaces, spreadsheets and data entry required.

Preferred:

• 2-3 years of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions.

• Baccalaureate degree preferred with stronger preference for one of the areas represented at CCA.

• Experience with a student information system (SIS), e.g. Workday Student, Colleague, Banner, and/or event software, e.g. Coursedog, EMS.

• Experience with Salesforce or other CRM platforms.

Working Conditions:

CCA is normally open for business 8:30 a.m.- 4:30 p.m., Monday through Friday. Supervisors assign individual work schedules, and all employees are expected to either arrive on time or be logged in and be ready for work on campus or remotely at the start of their scheduled shift. Project Manager shifts generally start between 8 a.m. and 9 a.m., but may shift to accommodate events, special projects, meetings, etc., and are subject to change based on the needs of the program(s) and College. This position requires work on campus, offsite events, and occasional evenings and weekends.

Physical Requirements:

May require sitting or standing, and typing for long periods of time.