Administrative Coordinator for Enrollment Management

Details

  • Position Category: Non-Academic
  • Position Title: Administrative Coordinator for Enrollment Management
  • School/Department: Enrollment Management
  • Reports To: Vice President of Enrollment Management
  • Time: Full-Time
  • Appointment: Regular
  • Position Starts: 09/30/2022

Information & Responsibilities

SUMMARY

The Administrative Coordinator for Enrollment Management serves as a conduit for all offices within the division of Enrollment Management (Enrollment Management, Enrollment Management Communications, Enrollment Management Systems, Admissions, Financial Aid and International Student Services). This position reports to the Vice President Enrollment Management and provides administrative support to the senior leadership within the division. The Administrative Coordinator acts as liaison between the VP, Institute leadership, faculty students, faculty, staff and other offices. An understanding of enrollment issues in higher education and/or visual and performing arts is a plus.

Requirements

ESSENTIAL JOB FUNCTIONS

  • Oversees daily operational and financial functions (budget management) within the Enrollment Management offices, including processing expenditures and invoices, credit card statements, expense reports, work orders and managing supplies/inventory.
  • Manages the VP of Enrollment’s calendar, including internal/external meeting arrangements, catering orders and miscellaneous administrative duties.
  • Transcribes notes during Enrollment Management meetings and coordinates communications to committee members.
  • Assists in supervision of reception area including walk-ins, phone calls, maintenance of general office appearance, etc.
  • Provides administrative support for special projects and on/off-campus events including Portfolio Days, Auditions, Interview Days, Accepted Student Events and Open Houses.
  • Assists in assigning tasks to student workers to support the operations of the Admissions office.
  • Serves as troubleshooter for office technology and main point of contact for outside office equipment vendors.
  • Provides campus tours to Institute special guests as needed.
  • Assists with additional administrative duties as assigned or directed.

Qualifications

SKILLS/ABILITIES

  • Exceptional administrative, organizational, and time management abilities
  • Detail-oriented
  • Excellent written and oral communication skills
  • Ability to interact effectively with varied internal and external constituencies demonstrating a high degree of professionalism, tact, diplomacy, discretion and good judgment
  • Discretion in dealing with confidential materials
  • An optimistic attitude; friendly and outgoing personality
  • Ability to work responsibly, independently and collaboratively in a fast-paced environment
  • Ability to manage multiple projects and see projects through to timely and accurate completion with little supervision
  • Ability to learn, adapt to and use new computer systems and technology
  • Ability to work in a team environment
  • Ability to work with Mac computer system.
  • Advanced knowledge of Google applications, MS Office, including Excel, Word and PowerPoint
  • Ability to participate in weekend recruitment events as needed
  • Ability to support visitor services / campus experience as needed

EDUCATION AND EXPERIENCE

  • Bachelor’s degree preferred or equivalent work experience
  • 2 - 3 years administrative and/or office management experience
  • Experience in a fast-paced office environment
  • Experience in a higher education setting a plus

ACKNOWLEDGEMENT STATEMENT

The statements above are intended to describe the general nature and level of the work being performed by employees assigned to this work. This is not an exhaustive list of duties, responsibilities and qualifications required of employees assigned to this job. The actual essential duties, responsibilities and qualifications may vary by department, reporting structure or other business needs. No inference should be drawn that a specific job duty, responsibility or qualification is non-essential by its absence from this description. This does not constitute a contract for employment CalArts management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

How to Apply

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Administrative Coordinator for Enrollment Management - ID:104572

Equity & Diversity

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.

Further Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.

TypeNon-Academic
School/DepartmentEnrollment Management
Reports ToVice President of Enrollment Management
StatusFull-Time
AppointmentRegular
Available9/30/2022
Requirements

ESSENTIAL JOB FUNCTIONS

  • Oversees daily operational and financial functions (budget management) within the Enrollment Management offices, including processing expenditures and invoices, credit card statements, expense reports, work orders and managing supplies/inventory.
  • Manages the VP of Enrollment’s calendar, including internal/external meeting arrangements, catering orders and miscellaneous administrative duties.
  • Transcribes notes during Enrollment Management meetings and coordinates communications to committee members.
  • Assists in supervision of reception area including walk-ins, phone calls, maintenance of general office appearance, etc.
  • Provides administrative support for special projects and on/off-campus events including Portfolio Days, Auditions, Interview Days, Accepted Student Events and Open Houses.
  • Assists in assigning tasks to student workers to support the operations of the Admissions office.
  • Serves as troubleshooter for office technology and main point of contact for outside office equipment vendors.
  • Provides campus tours to Institute special guests as needed.
  • Assists with additional administrative duties as assigned or directed.
Education and Experience

SKILLS/ABILITIES

  • Exceptional administrative, organizational, and time management abilities
  • Detail-oriented
  • Excellent written and oral communication skills
  • Ability to interact effectively with varied internal and external constituencies demonstrating a high degree of professionalism, tact, diplomacy, discretion and good judgment
  • Discretion in dealing with confidential materials
  • An optimistic attitude; friendly and outgoing personality
  • Ability to work responsibly, independently and collaboratively in a fast-paced environment
  • Ability to manage multiple projects and see projects through to timely and accurate completion with little supervision
  • Ability to learn, adapt to and use new computer systems and technology
  • Ability to work in a team environment
  • Ability to work with Mac computer system.
  • Advanced knowledge of Google applications, MS Office, including Excel, Word and PowerPoint
  • Ability to participate in weekend recruitment events as needed
  • Ability to support visitor services / campus experience as needed

EDUCATION AND EXPERIENCE

  • Bachelor’s degree preferred or equivalent work experience
  • 2 - 3 years administrative and/or office management experience
  • Experience in a fast-paced office environment
  • Experience in a higher education setting a plus

ACKNOWLEDGEMENT STATEMENT

The statements above are intended to describe the general nature and level of the work being performed by employees assigned to this work. This is not an exhaustive list of duties, responsibilities and qualifications required of employees assigned to this job. The actual essential duties, responsibilities and qualifications may vary by department, reporting structure or other business needs. No inference should be drawn that a specific job duty, responsibility or qualification is non-essential by its absence from this description. This does not constitute a contract for employment CalArts management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Instructions

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Administrative Coordinator for Enrollment Management - ID:104572

Equity and Diversity

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.

Additional Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.