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Receptionist/Program Assistant

Otis College of Art and Design, Extension Program (CE)

Job Title: Receptionist/Program Assistant
Job Location: Los Angeles , CA
United States
Status: Full-Time
Job Category: Other Administrative Positions
Academic administration & affairs
Application Closing Date: Until Filled
Date Posted: 2018-09-14
Industry: Academic/Education

Job Description





The Receptionist / Program Assistant provides first-line student support, outstanding customer service, and assists with the administrative and operational implementation of instructional courses and other related activities specific to a College program. The Receptionist / Program Assistant is a full-time, non-exempt position with evening and Saturday hours required. This position reports directly the Interim Assistant Director of Extension.

Job Duties

•Responds to student, instructors, and staff inquiries by phone, email, and/or mail regarding courses and programs. Greets all visitors and responds to in-person inquiries while exuding a professional and welcoming disposition. Serves as a professional and effective resource for program information. Refers inquiries to supervisor or colleagues as appropriate.

•Resolves operational problems and/or complaints that fall within established policies and procedures.

•Helps facilitate efficient work‐flows through the department. Initiates follow‐up action. Serves as a resource to others on departmental, programmatic, and College‐wide procedures. Provides backup support and relief coverage within department, as needed. Interacts with other College offices to facilitate communication and information exchange.

•Helps implement program logistics and/or program‐related activities (i.e, room set‐up, AV equipment, food service, work orders, vendor contracts, purchase orders, etc.) Processes required paperwork and routes for appropriate approvals. Resolves routine problems, as necessary.

•Assists with the production and distribution of program materials such as attendance rosters, grading rosters, course materials, informational materials, marketing materials, photocopies, etc. Secures supervisory and/or other management approval(s) prior to distribution.

•Confirms instructors. Updates office spreadsheets/files/records/program schedules. Analyzes data and alerts supervisor of any anticipated or potential problems.

•Assists with preparations and execution of program‐related special events. Attends functions to ensure satisfactory outcome.

•Assists in entering and reviewing program budget data, as needed. May research costs.

•Performs administrative duties that may include email correspondence, drafting memos, typing meeting agendas, preparing reports, gathering informational or marketing material, etc. Secures supervisory review and approval prior to distribution.

•Collaborates with other offices, departments, and staff across the College. May be asked to represent Extension on College committees and at meetings. Takes minutes at meetings as requested.

•Provides general guidance and instruction to student workers and/or volunteers as assigned.

•Performs other related duties as assigned.

Job Requirements

Two years of college required; Bachelor’s Degree preferred. Minimum two years of general office experience is required; in an educational setting preferred. Individual must be a team player with excellent verbal and written communication skills that enjoys working with the general public. Strong organizational skills required. Must be a detail oriented self-starter with the ability to take direction, multi-task, work independently, and follow-through on all projects. Position requires proficient typing skills with solid computer experience using Microsoft Word and Excel. Art and/or design background is helpful. Must be able to work evening and weekend hours.

Information and Application Process Instructions

Interested candidates must apply via Otis’ website at https://otis.simplehire.com to be considered for the position.

When inquiring or applying for this position, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at the Otis College of Art and Design and at other institutions of higher education in the region on www.AcademicCareers.com

To obtain more information or to submit your resume you can contact as shown below. If you apply for this position, please say you saw it first on www.AcademicCareers.com. Thank you.



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