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Coordinator of Summer Programs

Otis College of Art and Design, Extension

Job Title: Coordinator of Summer Programs
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: 2018-09-10
Industry: Academic/Education

Job Description





The Coordinator of Summer Programs assists with the implementation and outreach for Summer Programs, including Summer of Art, LA Residency, and third party programs. In addition, this position supports the implementation of K12 and Pre-College Programs and the Extension office as needed. The Coordinator is expected to assume responsibility for the accuracy, follow through, and completion of projects. Lastly, the Coordinator assists with the supervision of seasonal and/or temporary support staff. The Program Coordinator is a full-time, non-exempt position and reports to the Director of Summer Programs.

Job Duties

• Under the direction of the Director, implement programs; reserve rooms, and make sure that all syllabi, printed materials, and AV equipment deadlines are met. Initiate and manage course implementation paperwork including course changes and waiting lists.

• Coordinate with the Assistant Registrar of Extension to process student registrations. Maintain and update student records. Update program statistics annually.

• Establish, maintain, and update files including instructor resumes, employment applications, course/instructor evaluations, syllabi, and course materials.

• Work with the Director of Summer Programs to collect and document all course, instructor, and assessment related materials in support of the College’s culture of evidence.

• Prepare and distribute course materials, registration information, and other academic information.

• Initiate and manage payroll process including instructor contracts and Payroll Authorizations. Coordinate with Payroll and Human Resources on instructor(s) and course cancellations.

• Complete final arrangements at the conclusion of courses or special programs such as honoraria payments, evaluation reports, and retrieval of grade sheets. Handle the reimbursement process for instructors and Staff when applicable expenses are incurred. Obtain appropriate approvals.

• Develop knowledge of the various activities and duties of the Department and of all courses, curricula, programs and procedures in order to be able to answer inquiries, counsel students, instructors and the public.

• Cancel classes as directed and assure that students and instructors are notified of cancellations and changes.

• Prepare, distribute, and collect student evaluations, surveys, etc. Prepare reports of findings, identifying successes, problems, and potential new course ideas.

• Attend courses and special programs to check on details, resolve unusual problems, and help overall success for future planning.

• Answer, by phone, email, or in-person, questions from the general public, students, parents, instructors, and Otis staff regarding course related details and implementation matters.

• Counsel students to assist them in determining classes that will be appropriate to their needs and level of experience.

• Confirm repeat instructors and provide information to the Director of Summer Programs.

• Track expenses per Summer Programs budgets. Compile all marketing costs for fiscal budget. Compile all academic costs including instructor, liaison, model, guest lecturer, TA/CA, and equipment costs for fiscal budget.

• Create “Course Cost Comparison” document for fiscal budget.

• Order all supplies, materials, and equipment as needed.

• Provide general office support for Summer Programs and K12 and Pre-College Programs: answer phones, screen incoming calls, answer inquiries, type reports, correspondence, memos, etc.

• Draft specific course-related memos and correspondence, under direction of the Director of Summer Programs.

• Participate in meetings with staff to determine course needs including facilities, equipment, supplies, handouts, and any other special needs.

• Assist Director of Summer Programs with outreach activities; schedule meetings and off-site visits, and compile packets of outreach materials for distribution.

• Compile packets of outreach materials for additional distribution at various offsite locations including but not limited to public libraries, art supply stores, galleries, and other appropriate venues. Secure approval from organizations, as necessary.

• Assist Director of Summer Programs with update and production of outreach and marketing related materials.

• Assist with updates of website and any associated on-line content.

• Performs other related duties as assigned.

Job Requirements

Bachelor’s Degree is required. Minimum two to three years of general office experience is required; in an educational setting is preferred. Must be a team player with excellent verbal and written communication skills who 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, and follow-through on all projects. Position requires proficient and accurate typing skills with solid computer experience using Microsoft Word and Excel. Art and/or design background is helpful. Some evening and/or weekend hours required.

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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