Academic Affairs Program Assistant

  • Otis College of Art and Design
  • Los Angeles, CA, USA
  • Apr 09, 2024

Job Description

Academic Affairs Program Assistant

We are searching for an experienced Academic Affairs Program Assistant at our Goldsmith Campus - Westchester campus. 

Primary Duties and Responsibilities: 

The Academic Affairs Program Assistant provides a variety of administrative support functions as assigned. This position liaises with Academic Affairs staff and other areas of college administration to support, assess, and resolve central administrative concerns. This position reports to the Director of Academic Administration.

Job Duties

• Provide logistical/file management support for various academic committees overseen by the Office Academic Affairs. • Serve as an administrative liaison with non-degree granting programs that are housed under the Office of Academic Affairs such as the Extension Program and the Learning Centers • Support shared governance efforts on behalf of the Office of Academic Affairs, providing assistance to Academic Assembly bodies in a targeted fashion as needed. • Serve as an administrative liaison with departments that are not housed under Academic Affairs such as Career Services, Residential Life, and Marketing & Communications. • Perform special project research and information gathering tasks as assigned. • Assist with communication and the collection, updating, and archiving of external travel study related documentation and data • Interfaces with external guests to the college, the Accounts Payable office, Financial Services office, to verify pertinent information, compensation transactions, and the resolution of discrepancies related to services provided to the college. • Assists with the processing, tracking, and management of expenditures, such as stipends, Travel & Expense disbursements, Honoraria, Payroll Authorizations, etc. • Submits relevant paperwork to the appropriate College offices for timely processing and payment to recipients, as well as interfacing with the Academic Affairs office, Human Resources, and Financial Services to ensure timely payments. • Assist in coordinating large scale public programs or events. • Assist academic departments in the collection of student employment job descriptions and compose student employment job postings • Work with academic departments to maintain and update departmental hiring tracking spreadsheets to ensure accuracy, as well as communicate overall monthly work hours • Communicate with students to notify them of required paperwork and processes related to student work positions • Approve student work hours via time management software Timeclock Plus (TCP) and coordinate with Payroll Office to finalize hour approvals
• Provide assistance and training as needed regarding the hiring process and TCP. • Monitors pending items and follows-up as needed, within the Office of Academic Affairs. • May assist in the development of administrative forms, reports workflows, processes, etc., • Ensures confidentiality and controls access to sensitive departmental files and information.
•Performs other related duties as assigned.

Required Qualifications:

• Bachelor's degree or equivalent combination of education/experience is required. • This position requires a minimum of 3 years of related work experience in office management and budget administration, preferably in an academic setting. • Other skills required for this position include analysis, budget control, interpretation of policies/trends, and time management. • Individual must be detail oriented and excel in organization, planning, communication (both written and oral), and problem identification and resolution.

Preferred Qualifications

• Proficiency with Graphic design software/Adobe Suite

FLSA Status: Non-Exempt

Compensation Type: Annual Salary

Salary Range: 39,816.00 - 47,136.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

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