The Administrative Assistant in the Office of Enrollment serves as a conduit for all enrollment offices (Enrollment Management, Admissions, Student Success, Registrar, Financial Aid and International Students). This position reports to the Associate Director of Enrollment Management and also provides direct administrative support to the Vice President of Enrollment. The Administrative Assistant 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.
ESSENTIAL JOB FUNCTIONS:
• Oversees daily financial functions within the Enrollment and Admissions 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 travel arrangements.
• 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.
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 MS Office, including Excel, Word and PowerPoint
• Ability to participate in weekend recruitment events as needed
• Ability to memorize campus tour script (approximately one hour) and lead a tour throughout the institute
EDUCATION:
• Bachelor’s degree preferred or equivalent work experience
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
This position is available immediately. If you are interested, please follow this link to apply.
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.
