SUMMARY
This is a temporary position with estimated hours of 37.5 per week through May, then 15 hours per week from June - August.
The School of Film/Video Administrative Operations Specialist provides a variety of administrative services and assists in the operations and day-to-day administration of the School, as part of a small operations team which shares all these responsibilities. This position covers several areas: Operations, Administration, Events, Communications, and Student/Faculty Services. This position reports to the Associate Director of Operations and works closely with faculty directors of the four programs in the School.
ESSENTIAL JOB FUNCTIONS:
General Duties
- Serve as liaison to the Associate Director of Operations regarding requests submitted by staff, faculty, or students.
- Ensure confidentiality and control access to sensitive information.
- Provide clerical support for correspondence, reports, proposals and related materials.
- Provide general information about School of Film/Video programs, as appropriate to Institute personnel and outside guests.
- Provide guidance to student workers and freelance staff who assist with administrative and communications functions.
- Data entry to maintain records for the school and support database systems.
- Monitor office supplies and recommend expenditures.
- Other duties as needed.
Student/Faculty Services
- Serve as an administrative resource for program directors, faculty, staff, students, and other Institute departments on a variety of matters (i.e., degree progress, enrollment issues, course schedules, course support, student review schedules, recruiting efforts, work orders, personnel/payroll paperwork, absences/work schedules, etc.)
- Understand and execute the student review process each semester, including: coordinate schedules of students and faculty, book rooms (either in-person or online), create handouts/materials for review process, coordinate note takers, and monitor reporting.
- Review, analyze, and make recommendations to the Associate Director of Operations regarding requests submitted by the program directors, staff, faculty, or students (i.e., expenditure requests, personnel matters, etc.)
Administration
- Provide administrative support regarding records and filing systems, electronic information systems and facilities for the School of Film/Video Office and its programs - Character Animation, Experimental Animation, Film Directing Program, and Program in Film and Video.
- Share responsibilities to review, prioritize, and respond to incoming calls and correspondence on behalf of the School of Film/Video.
- Assist with and research requested information or take necessary steps to address and resolve problems. Reports actions taken to Associate Director of Operations.
- Maintain multiple School of Film/Video online calendars under the supervision of the Associate Director of Operations.
- Archives accomplishments of students, faculty, staff and alumni in school database software.
- Coordinate needs for visiting artists, guests, and models. This includes travel coordination (if needed), creating/maintaining schedules, submitting check requests for payment, etc.
Operations
- Coordinate all materials associated with school classes, course catalog, class schedules and bulletin copy. Maintain course descriptions and syllabi, faculty schedules, and bios as well as ensuring grades, reports and course evaluations are filed and recorded. Coordinate internal student records such as mentor reports and probation actions, working closely with Institute offices and program directors.
- Coordinate classroom assignments each semester.
- Maintain currency and track revisions to policies, procedures and schedules.
- Develop forms, flowcharts, online materials, social media content, etc., to facilitate implementation and dissemination of various school materials, policies and procedures.
- Coordinate use of student cubicles and workspaces school-wide. Coordinate sign ups, collection and refunding of deposits, maintenance of records, and mapping of workspace areas. Perform regular walk-throughs of hallways and classrooms to ensure orderliness. Coordinate walkthroughs of cubicle/workspace areas with the Manager of Production Services. Assist in creating a safe environment for students, faculty, and staff.
Events
- Provide assistance in managing administrative functions such as organizing, coordinating, scheduling and implementing activities as assigned by the Associate Director of Operations including:
- Registration
- School and program meetings
- Portfolio Day
- Receptions and parties
- Potential student visits
- Visiting artists
- Student showcase and festivals
- Graduation
- Attend events as needed
Communications
- Coordinate web content for Institute and School sites as needed.
- Collaborate with CalArts Communications office to revise, update and enhance School web pages to ensure quality, accuracy and timeliness of web content.
- Help coordinate production and distribution of School materials including meeting agendas, reports, informational materials, school newsletter, marketing materials, etc.
- Coordinates with external organizations outside of the Institute to share information with students via School sites (e.g., festival information, event information) at the direction of the Associate Director of Operations and the Dean’s Office.
- Maintain the School of Film/Video social media presence.
- Organize and distribute school-wide emails, including a weekly announcement.
Qualifications
SKILLS/ABILITIES:
- Strong organizational, analytical and planning skills.
- Excellent communication skills (both written and oral).
- Strong problem identification and resolution skills.
- Skills in interpreting policies/trends, scheduling, research and training.
- Must be fluent in Microsoft Office (including Word, Excel), Google Apps (including Gmail, Docs, Sheets, Forms) as well as conversant with social media platforms and Adobe CS.
- Exceptional ability in service to others.
- Ability to collaborate and work as part of a team.
- Ability to work independently, use initiative, and plan ahead.
- Ability to effectively work well under pressure, multi-task, use critical thinking, and be detail- oriented.
- Ability to take accurate notes in meetings and report back to the team.
EDUCATION:
- Bachelor’s degree or combined professional experience and education as substitute for minimum education.
EXPERIENCE:
- Minimum of 3 years related work experience in an office setting doing work in administration and/or operations.
- Experience in a higher education or non-profit preferred.