Information & Responsibilities
SUMMARY
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.
Requirements
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
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.
How to Apply
This position is available immediately. If you are interested, please follow
the link to Interfolio below:
Administrative Operations Specialist - ID:118768
Salary
$28.67 - $31.43 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.
