Administrative Assistant

California Institute of the Arts
September 26, 2023
Offerd Salary:$22.94 - $24.94
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A
Information & Responsibilities


The School of Film/Video Administrative Assistant provides a variety of administrative services and assists in the day-to-day operations and administration of academic programs, as assigned. As part of the six person operations team, this position covers several areas: Operations, Administration, Events, Communications, and Student/Faculty Services. This position reports to the Associate Director of Operations and directly supports the Program Director(s), Staff Directors, and Dean with program administration.



  • Support Program Director(s), Staff Directors, and Dean with scheduling, academic planning, and coordination.
  • Primary front desk reception for the school and program(s).
  • Interface with Registrar on duties such as course scheduling and section building, graduation requirements, mentor assignments, and visiting artist workshop attendance.
  • Assist Operations team in administrative functions such as organizing, coordinating, scheduling, and implementing school activities and events.
  • Provide coverage and facilitation as needed for other Operations team members.
  • Provide support and data entry to maintain records and filing systems, electronic information systems, and facilities.
  • Serve as an administrative resource for faculty, staff, students, and other Institute departments.
  • Write and distribute program specific communications to students, faculty, and staff.
  • Create and maintain workflow documentation.
  • Support needs for visiting artists, guests, and life drawing models.
  • Track revisions to policies, procedures and schedules.
  • Take accurate notes in meetings and report back to the team.
  • Ensure confidentiality and control access to sensitive information.
  • Attend and support events as needed.
  • Share responsibilities to review, prioritize, and respond to incoming calls and correspondence.
  • Schedule and reserve rooms and spaces.
  • Schedule, monitor, and catalog Faculty Reviews for Dean.
  • Manage lists of faculty, students, staff, and mentors.
  • Other duties as needed.
  • Qualifications


  • Excellent organizational, analytical, communication, initiative, and planning skills.
  • Strong problem identification and resolution skills.
  • Must be fluent in Microsoft Office products (including Word, Excel), Google Apps (including Gmail, Docs, Sheets, Forms).
  • Exceptional ability in service to others.
  • Ability to work collaboratively and independently.
  • Ability to effectively work well under pressure, multi-task, use critical thinking, and be detail-oriented.

  • Associate's degree or combined professional experience and education as substitute for minimum education.

  • Minimum of 1 year related work experience in an office setting doing work in administration and/or operations.
  • Experience in a higher education or non-profit is a plus.
  • How to Apply

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

    Administrative Assistant - ID:118771


    $22.94 - $24.94 an hour

    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.

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