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Under the supervision of the Senior Project Manager for Student Affairs, administratively supports the Division of Student Affairs at California College of the Arts (CCA) (portal.cca.edu/thriving/division-student-affairs). The administrative assistant provides support for the day-to-day operations of the Division of Student Affairs, including direct student support as well as administrative assistance for division staff and events. Cultivates a student-centered office that welcomes and bolsters diverse identities.
The Student Affairs Administrative Assistant relies on outstanding written and verbal communication skills, interpersonal skills, organizational skills, and attention to detail.
This entry-level position is an excellent opportunity for emerging professionals to apply and hone transferable skills they developed through student leadership, work-study, retail, and/or customer service experience in a professional office environment. As a valued member of the supportive and collaborative Student Affairs team, the administrative assistant will have opportunities to enhance their administrative skill set and learn about higher education administration in a community of artists, makers, creatives, and educators.
This position primarily works at the Student Affairs reception desk on CCA’s San Francisco campus and elsewhere on campus for projects, meetings, and events, as needed. There may be occasional remote work.
Applicants are required to attach a cover letter and resume, as well as contact information for three professional references.
Responsibilities
Customer Service / Direct Student Support - 40%
Serves as the Division of Student Affairs general point of contact for the CCA community and the public at large.
Receives inquiries from CCA students, prospective students, staff, faculty, alumni, and the public in person, via email, by phone, and via Zoom; answers questions and screens inquiries to ensure referral to appropriate staff members or campus departments.
Assists students in accessing and utilizing various support services and programs, including Office of the Vice President (e.g., student insurance), Office of the Dean of Students (e.g., disability services, conduct / case management), Campus Life (e.g., residential education, student leadership, student organizations), Career & Employer Engagement, Counseling & Psychological Services (CAPS), International Student Services (ISS), and Student Belonging & Inclusion. Retains and utilizes general knowledge base regarding Student Affairs to answer routine questions and appropriately receive and direct concerns. Duties include referring students to appropriate staff members and/or resources.
Collaborates with Student Affairs staff to ensure consistent service, accurate information sharing, effective event support, and coverage for essential services.
Works in a professional manner to maintain the confidentiality of sensitive issues and records.
Schedules confidential student counseling appointments, manages urgent appointment requests, troubleshoots appointment issues, and answers general questions about Counseling & Psychological Services.
Assists students in accessing and utilizing their benefits through CCA’s student health insurance program and navigating the health insurance waiver process.
Conducts campus outreach by coordinating and supporting tabling events to educate students about required administrative tasks, Student Affairs resources, and upcoming events.
Coordinates the rental of campus lockers, locker assignments, collection of payment, locker maintenance, and clean out of lockers at the end of each semester.
Coordinates sales of Student Affairs CCA merchandise. Responsible for developing and managing an electronic inventory/sales database.
Administration - 40%
- Provides administrative support to the Office of the Vice President for Student Affairs and the Office of the Dean of Students as well as other areas as directed. Responsible for ongoing administrative duties, such as purchasing supplies, scheduling appointments, creating flyers and handouts, coordinating meetings/events, processing reports, organizing documents/files, coordinating mailings, data entry, etc. Uses databases to find information and run reports.
Requirements
MINIMUM REQUIREMENTS:
Demonstrated outstanding organizational and administrative skills required.
Ability to manage multiple projects and ongoing responsibilities effectively while meeting deadlines in an interruption-rich environment required.
Substantial experience administering a variety of detailed office functions in a high public contact, customer service environment.
Demonstrated outstanding written and oral communications skills required.
Excellent attention to detail required.
Ability to follow multi-step processes and clearly articulate them to others verbally and in writing required.
Data management experience required.
Outstanding interpersonal skills and a strong commitment to cultivating a student-centered office that welcomes and supports diverse identities.
Ability to handle sensitive, confidential matters with sensitivity, discretion, diplomacy, and accuracy required.
Ability to de-escalate tense interactions and concerns via phone, email, Zoom, and in person required.
Must enjoy working with students and the general public.
Experience working in an educational institution preferred.
Strong commitment to providing excellent customer service required.
Ability to maintain a professional demeanor required.
Ability to learn new software applications quickly and adapt to changing technology required.
Proficiency in using Google Workspace for Education, particularly Docs and Sheets, required.
Experience using Microsoft Office Suite (Word and Excel), Workday (Financials & HR), and Salesforce preferred.
Experience using Workday Student, Colleague by Ellucian, or similar ERP software, including query/report functionality, preferred.
Proficiency in using Zoom preferred.
Experience using Canva preferred.
Experience using Adobe Creative Cloud applications (e.g., InDesign, Photoshop, etc.) a plus.
Supervisory experience a plus.
Flexibility, resourcefulness, initiative, patience, and creativity required.
Ability to work normal hours of Monday through Friday, 8 a.m. - 4:30 p.m. (with a 1-hour lunch break), and occasional evenings or weekends (for special events) required.
Ability to work in person on CCA’s San Francisco campus required.
Interest in the arts and a sense of humor are appreciated.