Administrative Coordinator

Community Arts Partnership

Valencia, CA

SUMMARY

The CAP Administrative Coordinator is primarily responsible for coordination of logistical and operational aspects of the CAP storage space, inventory, and administrative needs within the office.

The CAP Administrative Coordinator position reports to the Director of Programs and Operations.

 

ESSENTIAL JOB FUNCTIONS

(included but are not limited to) 

Operations and Equipment Oversight (30%)

  • Creates procedures and systems and processes for the organization and all equipment and items purchased through CAP
  • Assists in managing all office information systems including a HR Management System, class registration system, participant database, online learning management software (LMS) system, inventory management system, and timekeeping systems, and identifies areas of improvement
  • Oversees maintenance and manages all database systems regarding equipment
  • Selects and manages vendors for operational activities
  • Oversees and manages inventory and inventory processes for all CAP equipment and supplies for programs and the office
  • Coordinates operational activities with programmatic partners
  • Oversees the measurement of the effectiveness of all operational practices, processes and activities, and provides timely, accurate, and complete reports on the operating condition of the organization
  • Manages the CAP storage facilities, including keeping the storage spaces organized and accessible to program managers and other

Information Technology (25%)

  • Works with CalArts IT on developing and managing IT systems and procedures for equipment, peripherals, instruments, computers, software
  • Manages the fleet of 70+ laptops used at CAP program sites, including performing updates on software and hardware, cleaning out and archiving work at the end of each program, and maintaining awareness of where the equipment is at all times
  • Troubleshoots problems with laptops and researches solutions to computer related issues

Administrative/ Office Management (20%)

  • Oversees management of CAP office space
  • Organizes the office layout and ordering office supplies and equipment
  • Maintains the office condition and arranging necessary repairs with the CalArts maintenance team
  • Books classrooms and spaces for the CAP team as necessary for trainings and meetings

Work Study Student Supervision (25%)

  • Interviews, hires, and manages the following work study student workers:

Social Media Assistant

  • This student will update and post to the CAP lnstagram, Facebook and Twitter to advertise CAP programs and events to current CalArts students and youth in LA County for about 4-6 hours a

Front Desk Assistants

  • These students (2) will cover the front desk 6-8 hours a week each, answering the phone, responding to emails from the general CAP (cap@calarts.edu) account, picking up mail from mailroom and mailing items, completing odd jobs that need to be done in the office (such as loading content on flash drives, printing things for CAP Instructors, posting flyers around campus, ordering food for CAP students), and work with Facilities to file work orders.

 

SKILLS

Demonstrated ability to think strategically about complex organizational challenges Exceptional ability in managing and supervising student workers

Knowledge of mac OS - updates, troubleshooting, installing/uninstalling/reinstalling software

  • Knowledge/understanding of Adobe CC, Dragonframe, Logic Pro X/Garageband, Final Cut Pro, Microsoft Office software as well as Google Docs/Sheets
  • Ability to discover quick solutions for computer-related problems under a deadline
  • Organizational skills related to inventorying/organizing and updating equipment lists via spreadsheets or software, such as BarCloud
  • Time management/multitasking skills related to assembling large inventory of laptops for multiple sites in limited timeframe

Superior problem-solving and critical thinking skills Excellent verbal and written communication skills Strong organization and time management skills Great attention to detail

 

ABILITIES

  • Ability to exercise independent
  • Exceptional ability to collaborate and work well with others, including students, faculty, lead instructors and
  • Ability to interact and communicate in a professional, diplomatic and clear manner with multiple
  • Ability to exercise discretion and tact, and maintain
  • Ability to demonstrate a high-level of initiative to problem solve operational
  • Ability to prioritize multiple demands and tasks in a fast-paced environment, while maintaining a calm and professional manner
  • Ability to attend assigned programs and work on Saturdays as needed throughout the academic year, as well as occasional extended hours, including evenings, as needed.

 

EDUCATION

Bachelor's Degree

 

EXPERIENCE

  • One to three years at minimum of professional experience in coordinating logistics for complex organizations, including managing equipment and handling intricate scheduling details. Experience at an institution of higher education or a nonprofit highly preferred.
  • Two years of experience supervising student workers or other
  • Two years of experience managing all logistics of projects using database systems or other organizational tools

 

WORK ENVIRONMENT/PHYSICAL CONDITIONS

(include but are not limited to)

  • Exposure to toner, white out, cleaning fluids, office equipment noise, talking, dust, air conditioning and heating
  • Prolonged periods of sitting
  • Occasionally prolonged periods of standing and walking
  • Reaching above or below shoulder level for equipment, files, or materials
  • Manipulating computer keyboard
  • Utilizing computer monitors, telephones, copier machine and other office equipment
  • Pushing/pulling open and closed doors, cabinets and drawers
  • Kneeling, stooping and/or crouching to reach files or materials
  • Moving equipment up to 30 pounds around storage facilities

 

HOW TO APPLY

Position is available immediately. If you are interested, please submit a cover letter and resume to capjobs@calarts.edu. Please indicate in the subject line: Administrative Coordinator in order to be considered.

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