Administrative Assistant, School of Fashion

Driven. Engaging. Innovative. Do these words motivate you? If so, then we want to talk with you. Academy of Art University offers a rewarding employment experience for those who excel in a dynamic environment and who can consistently deliver high-caliber customer service. We thrive on ingenuity and pursue ideas every day that lead to extraordinary opportunities for tomorrow. Apply here for your next career! Academy of Art University’s globally acclaimed School of Fashion is seeking to hire an Administrative Assistant to join their dynamic team. This is a full-time, on-site position in San Francisco and perfect for anyone that has an interest in fashion, the arts and working in higher education. Front Desk Duties Provide front desk coverage, handle questions, direct traffic Provide reception and customer service to faculty, students and staff Answer phones, screen calls, refer callers to appropriate person within the Academy Handle correspondence (incoming / outgoing) and redistribution of mail Calendar set up and appointment scheduling for Directors and FT faculty in electronic calendar system Assist with special events as needed Maintain department files Coordinate schedule of College work-study students and delegate duties as needed Make copies of needed documents Order and stock front office and faculty lounge supplies in two buildings Assist students with troubleshooting the copy center Ensure office is always organized Perform other tasks as assigned Administration / Curriculum Support Coordinate with other departments such as Academic Support Department & Curriculum Process maintenance and signage requests Track faculty lockers each semester and update signage in two buildings Assist Directors and full-time faculty, including new hires, with various curriculum forms in a timely manner Purchase class and office supplies from budget through requisition; work closely with Purchasing Department Maintain master requisition log Maintain master full-time and part-time staff and faculty contact list Approve student flyers for posting (i.e. crew and audition announcements) Perform other tasks as assigned Faculty / Academic Support Serve as liaison between faculty and administration Track grade and attendance rosters online in the LMS and follow up on late rosters Work closely with Midpoint and Final Review Coordinators on scheduling throughout the semester Process and schedule all incoming forms (i.e. audio / visual and field trip requests, independent contractors, class make-ups, guest speakers, subs, etc.) according to protocol Coordinate travel arrangements for instructors each semester; assist out-of-town faculty with expense reporting Help with keeping faculty informed of department announcements via email Use discretion when handling sensitive information Update instructors via email and phone calls regarding policies, department announcements, meetings, and grades Manage requests for class make ups, panelist reviews and departmental clubs Process Independent Contractor forms for Guest Speakers and student actors Help maintain Faculty Lounge (i.e. faculty notice board, faculty forms, etc) Complete special projects and other tasks as assigned Student Support Assist in maintaining communication with Student Reps regarding new issues and feedback Know answers to basic questions on topics such as grades, attendance, instructors, courses, and curriculum Assist in collecting and returning projects from instructors and students Promote the Academy and positive student morale Assist with Facility Requests for student auditions, shoots and rehearsals Perform other tasks as assigned Maintain Departmental Equipment Oversee color and black-and-white copiers for front office and faculty lounge in two buildings (i.e. call for service, stock with paper, remove paper jams, instruct faculty and students, etc.) Oversee any additional equipment as needed (e.g. fax machine, printers, etc.) Perform and schedule preventive maintenance as needed Perform inventory of light build supplies Liaise for building with Business Operations Department Perform other tasks as assigned Qualifications Proficiency with Adobe Suite, MS Office, and the ability to learn new computer programs quickly is a must. At least one year of experience in an office setting. Passionate about student success and higher education. Excellent written and telephone communication skills. Excellent time management and organizational skills. Able to thrive in a dynamic and deadline-driven environment. This is an on-site role at 625 Polk Street, San Francisco. Compensation: $22.00/hour Benefits: Academy of Art University offers full-time employees health insurance, 401k options, paid vacation based on years of service (15 days' accrual at start), paid holidays, paid sick leave and a commuter benefit program. The Academy also offers full-time employees an opportunity to take one undergraduate course tuition free each semester. Full-time employees also have access to our multi-lane swimming pool, two fitness centers and our many recreational programs, including our NCAA Division II events. Application Deadline: July 28, 2024 Academy of Art University is an equal opportunity employer. All applicants will be considered regardless of age, Aids or HIV positive status, marital status, domestic partnership, medical condition or genetic characteristics, race or national origin, pregnancy, religion, sex, gender identity, gender or sexual orientation, name change, citizenship, physical or mental disability, veteran status or other status protected by federal, state, local or other law. Academy of Art University will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. Equal access to the hiring process, services, and employment is available to all persons. Applicants requiring accommodations to the application and/or interview process should contact the Human Resources Department at HR@academyart.edu. Academy of Art University, established in 1929 by Richard S. Stephens, transforms aspiring students into professional artists and designers. For three generations, the Stephens family has been devoted to the development of aspiring artists and has held the fundamental belief that with proper instruction, hard work and dedication, students can learn the skills necessary to become artistic professionals.

Salary : $22