Overview

Job Location:
San Francisco

The Executive Assistant and Enrollment Coordinator will provide direct support and act as a gatekeeper to the Vice President of Enrollment Management & Auxiliary Services, to ensure the smooth and successful operations of our executive staff. This includes providing administrative support for Enrollment Management/Auxiliary Services, which includes daily operations, scheduling and coordinating meetings, email/communications, documents, travel, budgets, payments, expense reports, agendas, and other routine functions. Ultimately, the goal of this position is to maximize the effectiveness of our senior leadership and to streamline office operations.

MAIN RESPONSIBILITIES:

Executive Support – 55%

  • Flawlessly coordinate all meetings for the VP, while managing complex calendars with shifting priorities, always working to streamline calendars.

  • Provides administrative support (answering phones, emails, booking travel, coordinating calendars/meetings, room reservations, follow-up, conference registration) to the leadership ( VP, Senior Director, Directors) of Enrollment Management/Auxiliary Services.

  • Serves as a receptionist for visitors to the San Francisco office one day per week, welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department

  • When leadership is out of the office, answer their phone lines and help fulfill the caller’s request, if possible.

  • As needed, greet guests on campus, secure parking, order catering, make reservations at restaurants.

  • Maintain agendas, takes meeting notes and manage calendar invitations for team meetings

  • Records and transcribes meeting minutes in a concise, accurate, and efficient manner while utilizing the college’s style guidelines and current editing and writing skills

  • Records actions taken at meetings; processes documents including resolutions, agreements, and contracts; and processes other pertinent documentation as required

  • Anticipate the needs of the VP and team and offer solutions to challenges as they arise.

  • Provide systems, administrative, and record keeping support for activities undertaken by senior leaders both online and in hard copy, as needed.

  • Preparing financial statements, reports, memos, invoices letters, and other documents.

Budget Coordination – 25%

  • Monitors and processes Enrollment Management/Auxiliary Service budget accounts, including requisitions, check requests, and advances; and serves as liaison with purchasing. 

  • Prepares monthly reports 

  • Manage and process invoices/expense reports for the VP, Senior Director/Directors; expense tracking 

Administrative Support – 15%

  • Research and gather data to prepare documents for review and presentation by board of trustees, committees, and executives.

  • Support with data entry as needed

  • Provides administrative support for auxiliary services (phone, printing).

  • Support with projects as assigned

Additional Duties – 5%

  • Performs additional duties as required

MINIMUM QUALIFICATIONS:

  • At least three-years of experience working as a professional-level assistant,  preferably in an academic environment

  • BA/BS preferred.

  • Excellent interpersonal, verbal, and written communication skills and an ability to act in a mature, polished and professional manner with a variety of leadership and stakeholders.

  • Advanced organizational skills and attention to detail in all duties. Highly skilled in planning, focusing attention in a busy work environment, remembering and carrying out complex instructions, and juggling multiple tasks successfully.

  • Experience writing personalized business correspondence, with strong proofreading skills.

  • High level of computer proficiency with Google Suite; Workday experience preferred.

  • Must know general office management and fundamental processing of administrative details.

  • Maintain a positive attitude at times of increased workload;  successful track record of working cooperatively and flexibly as part of a team and in a support position.

  • Ability to assimilate details about the Enrollment Management & Auxiliary Services’ programs, activities, services, and apply them effectively is essential.

Please note that in an effort to keep the CCA community safe, the College requires all staff, faculty, and students who are on campus to be fully vaccinated, including to have received a booster shot (if eligible). The job responsibilities of this position will require time regularly spent on campus, and therefore the incumbent will be asked to follow the CCA vaccination requirement, unless an exemption is approved. Please reach out to [email protected] with any questions.

COMPENSATION & BENEFITS:

  • The compensation for this position is $30.77 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.

POSITION DETAILS:

  • CCA considers a full-time work week to be 37.5 hours per week.

  • Work Mode: Hybrid

  • Schedule: Mon- Fri 8:30am – 4:00pm

Location

San Francisco

FLSA

Non-Exempt

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF.  If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

Questions?

Please address any questions to [email protected].