Coordinator, Extended Studies and Outreach, Full-time

ArtCenter College of Design is searching for an experienced Coordinator, Extended Studies and Outreach, Full-time to join our team.

The salary range for this position : $ - per hour.

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

This is a three month fix-term full-time position with the following schedule : June and August- 11am 7pm Monday through Thursday, plus 9am 5pm Friday.

Some weekend work is required for the first day of ACX Kids and Teens, as well as a selection of community and special events on- and off-campus.

This period is eligible for flexible scheduling.

July Must be on campus 8am-4pm Monday through Friday.

This position provides administrative support for ArtCenter Extension, answering inquiries from prospective students and others requesting assistance or information about the College;

the position also provides administrative support for all ArtCenter Extension programs and activities to increase the success of ArtCenter Extension courses raise public knowledge and eventually overall enrollment in ArtCenter Extension’s Programs.

This position will also provide support to the ACX team for the division’s external partnerships, outreach activities and select community events.

Every position at 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.

Essential Functions

Operational 40%

Assist ACX team with incoming telephone, emails, voicemails, and some walk-ins : from prospective students and others requesting assistance or information about the College;

respond to inquiries or refer callers to appropriate respondents as needed and trouble-shoot issues.

• Provide callers and visitors with general information about the ArtCenter Extension department, course offerings, registration procedures, and scholarship opportunities.
• Receive, open, and distribute mail for the department.
• Check main voicemail line and respond to messages throughout the day; update ArtCenter Extension phone tree greetings with new term information;

work with IT department to update voicemail messages.

• Assist with updates on program websites.
• Perform general administrative and clerical tasks for ArtCenter Extension Directors and Manager, including scanning, filing, general correspondence, compiling reports, etc.
• Cross-train on additional procedures usually assigned to other staff members to assist in times of absence or backlog, including but not limited to room reservations, website updates, etc.

Registration, Scholarships and Data Entry 30%

• Contact students in cancelled classes and offer available courses
• Provide receipts and proof of payment / enrollment letters for ArtCenter Extension students
• Update confirmation and scholarship letters; Caltech, Occidental, and Staff / Faculty tuition remission information
• Assist with processing registration materials for all programs
• Enter information on prospective students into the Prospect database; update NCOA National Change of Address mailing lists
• Update academic mismatch report each term
• Pull the outstanding balance reports
• Cross-train on accounting procedures and provide accounting back up when needed

Outreach and Community 25%

• Provide Director, K-12 Programs with administrative support and other duties related to community-based partnerships, coordination of off-campus ACX courses, college fairs, select local community events, etc.
• Assist program directors in the tracking and management of ArtCenter Extention scholarship funds.
• Assist program directors with data tracking for Development grant proposals and reports to individuals, foundations, and corporations

Other Tasks 5%

• Update and process all scholarship materials including poster, scholarship letters; update scholarship applications and post on website
• Receive and prepare incoming scholarship applications and materials for scholarship reviews
• Create flyers, signage and event materials for ACX, ACX Teens and special events
• Weekend work on first day of ACX Teens and ACX Kids to assist with late registration and troubleshoot issues.
• In addition to weekend work for ArtCenter Extension events, work will include participation at select local community events throughout the year to engage prospective students.
• Assist Directors / Manager with special projects and other duties as needed.

Required Qualifications :

Qualifications

• Minimum 3 years of experience in administrative / office related work
• Excellent interpersonal and communication skills; professional phone etiquette.
• Strong verbal and written communication skills.
• Detail-oriented with strong organizational, multi-tasking and prioritizing skills; must have ability to follow-through and complete projects.
• Strong computer skills with proficiency in MS Office Suite with solid data entry and word processing experience, and other computer-related skills;

knowledge of Macintosh operating system is a plus.

• Ability to maintain a courteous demeanor and handle pressure is necessary.
• Must be customer service-oriented.
• Must be able to work independently as well as be flexible to work as a part of a team and take direction from others.
• Demonstrated experience in cultivating the values of diversity, equity, inclusion, access and belonging into work practices and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
• Ability to handle information with tact and discretion and recognizes the confidential nature of ArtCenter business

Preferred Qualifications

• College degree preferred in art, education, communication, or related field
• Experience in higher education or in non-profit environments
• Interest in art and design
• Experience in retail or related customer service industry

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 on campus, in a standard office setting with frequent interruptions and distractions;

may include extended periods of time viewing computer monitor; and requires interactions with other individuals across the college.

Due to the nature of the work environment, there is regular exposure to fumes, chemicals, dust and noise.

• Physical : 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 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 equalemployment opportunity and does not discriminate against its employees orapplicants on the basis of race (including hair texture and protectivehairstyle), color, religion (includes religious dress and grooming practices),sex / gender (includes pregnancy, childbirth, breastfeeding, and / or relatedmedical conditions), gender identity, gender expression, sexual orientation, maritalstatus, medical condition (genetic characteristics, cancer, or a record orhistory of cancer), military or veteran status, national origin, ancestry,disability (mental and physical, including HIV / AIDS, cancer, and geneticcharacteristics), genetic information, request for family care or medicalleave, age (over 40), criminal background (Fair Chance Act), reproductivehealth decision-making, off-duty and off-premisescannabis use, or any other actual or perceived characteristic protected byapplicable state or federal law.

Equal employment opportunity is extended toall persons in all aspects of the employer-employee relationship, includingwithout limitation, recruitment, hiring, upgrading, learning and professionaldevelopment, promotion, compensation, benefits, leave of absence, transfer,discipline, layoff, recall and termination.

This commitment applies to allpersons involved in the operations of ArtCenter and prohibits unlawfuldiscrimination 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.

Applicant Rights (Prior Cannabis Use)

ArtCenterwill not request information from an applicant relating to the applicant’sprior use of cannabis. ArtCenter will not use information obtained from acriminal history about an applicant or employee’s prior cannabis use, unlessArtCenter is permitted to consider that information under applicable law.

Employment At-Will

All employment with ArtCenter is for anunspecified term and is at-will. Employees are free to resign at any time,with or without reason, and with or without prior notice.

Similarly, ArtCenterhas the right to terminate the employment relationship at any time, with orwithout cause, and with or without prior notice.

This at-will employment,which includes the College’s right to transfer, discipline, demote, or changethe conditions of employment with or without cause and with or without priornotice, cannot be modified, amended orwaived by any oral or implied agreement, and may be modified or altered only byan express individualized written employment agreement signed by both theemployee 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 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.