Student Affairs Administrative Assistant

San Francisco

Under the supervision of the Senior Project Manager for Student Affairs, administratively supports the Division of Student Affairs at California College of the Arts (CCA) (portal.cca.edu/thriving/division-student-affairs). The administrative assistant provides support for the day-to-day operations of the Division of Student Affairs, including direct student support as well as administrative assistance for division staff and events. Cultivates a student-centered office that welcomes and bolsters diverse identities.

The Student Affairs Administrative Assistant relies on outstanding written and verbal communication skills, interpersonal skills, organizational skills, and attention to detail.

This entry-level position is an excellent opportunity for emerging professionals to apply and hone transferable skills they developed through student leadership, work-study, retail, and/or customer service experience in a professional office environment. As a valued member of the supportive and collaborative Student Affairs team, the administrative assistant will have opportunities to enhance their administrative skill set and learn about higher education administration in a community of artists, makers, creatives, and educators.

This position primarily works at the Student Affairs reception desk on CCA's San Francisco campus and elsewhere on campus for projects, meetings, and events, as needed. There may be occasional remote work.

Applicants are required to attach a cover letter and resume, as well as contact information for three professional references.

MAIN RESPONSIBILITIES:

Customer Service / Direct Student Support - 40%

• Serves as the Division of Student Affairs general point of contact for the CCA community and the public at large.
• Works in a professional manner to maintain the confidentiality of sensitive issues and records.
• Assists students in accessing and utilizing their benefits through CCA's student health insurance program and navigating the health insurance waiver process.
• Collaborates with Student Affairs staff to ensure consistent service, accurate information sharing, effective event support, and coverage for essential services.
• Coordinates sales of Student Affairs CCA merchandise. Responsible for developing and managing an electronic inventory/sales database.
• Receives inquiries from CCA students, prospective students, staff, faculty, alumni, and the public in person, via email, by phone, and via Zoom; answers questions and screens inquiries to ensure referral to appropriate staff members or campus departments.
• Conducts campus outreach by coordinating and supporting tabling events to educate students about required administrative tasks, Student Affairs resources, and upcoming events.
• Assists students in accessing and utilizing various support services and programs, including Office of the Vice President (e.g., student insurance), Office of the Dean of Students (e.g., disability services, conduct / case management), Campus Life (e.g., residential education, student leadership, student organizations), Career & Employer Engagement, Counseling & Psychological Services (CAPS), International Student Services (ISS), and Student Belonging & Inclusion. Retains and utilizes general knowledge base regarding Student Affairs to answer routine questions and appropriately receive and direct concerns. Duties include referring students to appropriate staff members and/or resources.
• Schedules confidential student counseling appointments, manages urgent appointment requests, troubleshoots appointment issues, and answers general questions about Counseling & Psychological Services.
• Coordinates the rental of campus lockers, locker assignments, collection of payment, locker maintenance, and clean out of lockers at the end of each semester.

Administration - 40%

• Tracks usage, orders, and organizes office and event supplies and materials.
• Conducts student outreach in support of emergency contact information and student address audits.
• Maintains Student Affairs publications and resources (e.g., brochures, flyers, handouts, websites, etc.).
• Processes and conducts student outreach regarding commencement questionnaires.
• Coordinates the operation and maintenance of the printer/scanner/copier and other office equipment between departments.
• Establishes and maintains effective working relationships with internal partners (e.g., Purchasing, Facilities, Technology Services, etc.) and outside vendors (e.g., caterers, printers, etc.).
• Provides administrative support to the Office of the Vice President for Student Affairs and the Office of the Dean of Students as well as other areas as directed. Responsible for ongoing administrative duties, such as purchasing supplies, scheduling appointments, creating flyers and handouts, coordinating meetings/events, processing reports, organizing documents/files, coordinating mailings, data entry, etc. Uses databases to find information and run reports.
• Provides administrative support for managing the student health insurance, including preparing accurate student insurance rosters during enrollment periods.
• Keeps Student Affairs spaces (e.g., reception desk, storage areas) clean and organized.
• Performs other duties as assigned.

Event Coordination - 15%

• Provides support for Division of Student Affairs events and initiatives. Support includes, but is not limited to, collection and distribution of materials, assembling packets, receiving RSVPs, and event setup and breakdown, etc.
• May work three to five core mission-related weekend events per year.
• Serves on the planning committees for commencement and orientation. Provides significant administrative support for these two events.

Supervision / Mentorship - 5%

• As supervisor for work-study students, manages work-study scheduling, collaborates with other staff to manage the work-study budget, approves timesheets, and maintains work-study students' handbook.
• Responsible for setting expectations, maintaining student-centered customer service, ensuring consistent delivery of accurate information in response to inquiries, delegating tasks, managing work-study students' workloads, and maximizing productivity and professionalism.
• May hire, train, supervise, and evaluate work-study student assistants for project-based assignments.

MINIMUM REQUIREMENTS:

• Strong commitment to providing excellent customer service required.
• Proficiency in using Google Workspace for Education, particularly Docs and Sheets, required.
• Ability to work in person on CCA's San Francisco campus required.
• Proficiency in using Zoom preferred.
• Demonstrated outstanding organizational and administrative skills required.
• Ability to work normal hours of Monday through Friday, 8 a.m. - 4:30 p.m. (with a 1-hour lunch break), and occasional evenings or weekends (for special events) required.
• Ability to maintain a professional demeanor required.
• Outstanding interpersonal skills and a strong commitment to cultivating a student-centered office that welcomes and supports diverse identities.
• Supervisory experience a plus.
• Substantial experience administering a variety of detailed office functions in a high public contact, customer service environment.
• Experience using Workday Student, Colleague by Ellucian, or similar ERP software, including query/report functionality, preferred.
• Ability to de-escalate tense interactions and concerns via phone, email, Zoom, and in person required.
• Flexibility, resourcefulness, initiative, patience, and creativity required.
• Ability to learn new software applications quickly and adapt to changing technology required.
• Ability to follow multi-step processes and clearly articulate them to others verbally and in writing required.
• Experience using Microsoft Office Suite (Word and Excel), Workday (Financials & HR), and Salesforce preferred.
• Experience working in an educational institution preferred.
• Demonstrated outstanding written and oral communications skills required.
• Ability to handle sensitive, confidential matters with sensitivity, discretion, diplomacy, and accuracy required.
• Must enjoy working with students and the general public.
• Interest in the arts and a sense of humor are appreciated.
• Excellent attention to detail required.
• Experience using Adobe Creative Cloud applications (e.g., InDesign, Photoshop, etc.) a plus.
• Ability to manage multiple projects and ongoing responsibilities effectively while meeting deadlines in an interruption-rich environment required.
• Data management experience required.
• Experience using Canva preferred.

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. 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 the position is $26 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.
• This position is covered under the staff union collective bargaining agreement and will be required to contribute to union dues/agency fees.
• Work Mode: Hybrid
• Schedule: Monday - Friday, 8 a.m. - 4:30 p.m. (with a 1-hour lunch break), and occasional evenings or weekends (for special events) required.

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].