Department: Director’s Office
Reports to: Director/CEO, Vice Director/Chief Academic Officer, and Chief Administrative Officer
FLSA Status: Full-time, Non-Exempt
Pay Scale: $28.00 to $30.00/hour
Schedule: On-site, Monday – Friday, 9am – 6pm
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Attach your resume and cover letter when prompted.
Applications will not be considered complete if resume and cover letter are not included.
We offer a benefits package with medical, dental, vision, 401k and generous paid time off.
SCI-Arc is an Equal Opportunity Employer that Values Diversity.
Job offers are conditional and contingent upon passing a criminal history review consistent with federal, state and local laws and/or ordinances.
SCI-Arc is committed to providing a comprehensive education to new and returning students in a safe environment. The SCI-Arc campus requires that students, staff, and faculty are either fully vaccinated or required to wear a mask while indoors. Fully vaccinated is defined as two weeks after the second dose in a two-dose vaccine or two weeks after one dose in a single dose vaccine.
Summary:
The Administrative Assistant – Director’s Office position provides daily administrative support to the SCI-Arc Director’s Office, which oversees the administrative and academic functions of the school. The position serves as the general support staff for the Director’s Office, coordinating the daily schedules and travel needs for the Institute Director/CEO, Vice Director/Chief Academic Officer, and Chief Administrative Officer, and helps support events for outside community organizations which are hosted by SCI-Arc. This position also works closely with the Program Chairs and Academic Affairs staff to help maintain the flow of information to and from the Director's office in supporting the needs of the faculty, staff, and students.
Essential Duties and Responsibilities:
- Provide general administrative support to the SCI-Arc Director’s Office.
- Coordinate the daily calendars of the Director/CEO & Vice Director/Chief Academic Officer including answering phones, scheduling and organizing meetings and lunches with various stakeholders
- Coordinate travel and accommodation arrangements for the Director/CEO, Vice Director/Chief Academic Officer, and Chief Administrative Officer; as well as visiting faculty and guests (as needed)
- Monitor and track expenses for the Director’s and General Curriculum budgets, and coordinate reimbursement requests on behalf of the Director/CEO, Vice Director/Chief Academic Officer and Chief Administrative Officer
- Purchase supplies for other departments as needed
- Assist with catering needs for mid-terms/final reviews, and special meetings, receptions, or events hosted by the Director’s Office.
- Support the staff liaison to the SCI-Arc Board of Trustees in running quarterly Board of Trustees meetings and annual Board Retreat
- Support the Community Engagement Coordinator in running onsite events by outside community organizations which are hosted by SCI-Arc
- Support the Academic Programs Coordinator with the planning and hosting duties for the Design Immersion Days (DID) and Making+Meaning summer programs.
- Support other annual SCI-Arc events such as Undergraduate and Graduate Thesis Reviews, Postgraduate Symposium, annual fundraising event, and the graduation ceremony
- Manage yearly roster of institutional committees and coordinate meetings/take minutes for various Institutional committees
- Oversee the collection and archiving of class syllabi
- Collect and archive field trip waivers
- Support with institutional Accreditation and Compliance requirements (as needed)
- Monitor Director’s Office email account and compose and/or review and edit correspondence on behalf of the Director’s Office.
- Provide backup support for the SCI-Arc Receptionist (when needed)
- Support Faculty, Staff and Students (as needed)
- Other administrative duties, as assigned
Qualifications:
- Bachelor’s degree or 2-3 years administrative assistant experience
- Experience in higher education or a creative environment working for an architect, art museum, design firm, magazine, or PR firm is preferred
- Attention to detail and strong organizational skills
- Strong interpersonal skills and excellent verbal communication skills
- Must be a self-starter and have a demonstrated ability to multi-task and work independently in a fast paced environment and maintain a professional demeanor under pressure
- Able to work occasional evening and weekend hours, as needed
- Exceptional oral and interpersonal skills required to effectively communicate general information to visitors
- Ability to manage multiple projects or tasks at one time
- Demonstrated ability to independently organize, prioritize and complete detailed work accurately and in a timely manner
- Skill in writing clear, concise correspondence, memos and e-mails
- Proficiency in Microsoft Office
