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Student Affairs Project Coordinator

The Student Affairs Project Coordinator supports the day-to-day administrative operations of the Division of Student Affairs at California College of the Arts (CCA) (portal.cca.edu/thriving/division-student-affairs).

Under the supervision of the Director of Student Affairs Operations, the project coordinator partners with division staff to promote services, create informational resources, and connect students with the division's support services. With a primary focus on effective communications, student outreach, and data management, this position fulfills project, event, and administrative responsibilities for the division.

The project coordinator cultivates a student-centered office environment that welcomes and bolsters diverse identities. They practice active listening, curiosity, compassion, adaptability, creative thinking, and initiative. The project coordinator relies on excellent written and verbal communication skills, organizational skills, and attention to detail.

Although professional higher education experience is preferred, this position welcomes applicants seeking to apply and hone transferable skills developed through student leadership, work-study, retail, and/or customer service experience. As a valued member of the supportive and collaborative Student Affairs team, the project coordinator will have opportunities to enhance their administrative skill set and knowledge of higher education administration in a community of artists, makers, creatives, and educators.

This position primarily works at the Student Affairs reception desk on CCA's San Francisco campus and elsewhere on campus for projects, meetings, and events, as needed. There may be occasional remote and off-site work.

Please Note: For fiscal year 2024–2025, this position is scheduled for 32 hours per week (specific recurring shifts will be scheduled Monday through Friday between 8 a.m. and 6 p.m.). Pending budget approval, the position may transition to full-time (37.5 hours per week) in the future.

Applicants are required to attach a cover letter and resume, as well as contact information for three professional references.

MAIN RESPONSIBILITIES:

Communications - 30%

Relies on excellent written and verbal communication skills, organizational skills, and attention to detail to create informational resources about services, processes, and events (e.g., newsletters, website content, emails, posters, handouts, step-by-step guides, and other resources).
Compiles and reviews information from multiple sources and presents it with the accuracy, clarity, concision, and thoroughness required to address the needs of a diverse learning community, including multi-language learners, students with disabilities, and first generation college students.
Proofreads content to ensure it reflects current policies and processes, and investigates and resolves anomalies.

Direct Student Support & Outreach - 30%

Serves as the first point of contact with Student Affairs for internal (e.g., CCA students, staff, faculty), adjacent (e.g., alumni, prospective students, student families), and external (e.g., vendors, general public) community inquiries in person, via email, by phone, and via Zoom.
Conducts student outreach through in-person tabling and events as well as online engagement initiatives to educate students about required administrative tasks and processes, Student Affairs resources, and upcoming events (e.g., commencement).
With an understanding of college policies, processes, and practices, investigates and addresses questions with compassion, curiosity, understanding, and authority.
Demonstrating outstanding interpersonal and communication skills, shares information based on available resources and training, seeks out additional information, and makes referrals to appropriate offices and colleagues.
Assists students in accessing and utilizing various support services and programs, including Office of the Vice President (e.g., student insurance), Office of the Dean of Students (e.g., disability services, conduct / case management), Campus Life (e.g., residential education, student leadership, student organizations), Career Development, Counseling & Psychological Services (CAPS), International Student Services (ISS), and Student Belonging & Inclusion.
Collaborates with Student Affairs staff to ensure consistent service, accurate information sharing, effective event support, and coverage for essential services.
Works in a professional manner to maintain the confidentiality of sensitive issues and records.
Schedules confidential student counseling appointments, manages urgent appointment requests, troubleshoots appointment issues, and answers general questions about Counseling & Psychological Services.
Assists students in accessing and utilizing their benefits through CCA’s student health insurance program and navigating the health insurance waiver process.

Data Management & Administration - 20%

With an appreciation for systems and nuance as well as an exceptional attention to detail, collaborates with the Director of Student Affairs Operations on sensitive data projects (e.g., student insurance rosters, commencement planning data) with discretion and accuracy.
Follows established data management processes, suggests process updates based on evolving needs and tools, and documents processes for future reference.
Creates forms, manages spreadsheets, performs data entry, and prepares files for upload to internal and external systems. Uses databases to run reports and research inquiries and anomalies.
Provides administrative support (e.g., purchases supplies, print materials, and catering; schedules appointments; coordinates meetings/events; organizes documents/files; etc.) to the Office of the Vice President for Student Affairs and the Office of the Dean of Students as well as other areas as directed.
Establishes and maintains effective working relationships with internal partners (e.g., Purchasing, Facilities, Technology Services, etc.) and outside vendors (e.g., caterers, printers, etc.).
Coordinates sales of Student Affairs CCA merchandise. Responsible for developing and managing an electronic inventory/sales database.
Tracks usage, orders, and organizes office and event supplies and materials.
Keeps Student Affairs spaces (e.g., reception desk, storage areas) clean and organized.
Performs other duties as assigned.

Event Coordination - 15%

Serves on the planning committees for commencement and orientation. Provides significant administrative, communications, and outreach support for these two events. Manages designated areas of focus (e.g., commencement ticket distribution events, informational tabling events, &/or other projects) for both committees as assigned. Related responsibilities may include, but are not limited to, recruiting staff partners, creating/revising process guides, training staff in processes, managing scheduling, reserving campus spaces, ordering supplies, promoting events, managing setup and breakdown, etc.
Provides support for Division of Student Affairs events and initiatives. Support includes, but is not limited to, collection and distribution of materials, assembling packets, managing RSVPs, and event setup and breakdown, etc.
May work three to five core mission-related weekend events per year.

Supervision/ Mentorship - 5%

May hire, train, supervise, and evaluate work-study student assistants for project-based assignments.
Responsible for setting expectations, maintaining student-centered customer service, ensuring consistent delivery of accurate information in response to inquiries, delegating tasks, managing work-study students’ workloads, and maximizing productivity and professionalism.
As supervisor for work-study students, manages work-study scheduling, collaborates with other staff to manage the work-study budget, approves timesheets, and maintains work-study students’ handbook.

MINIMUM REQUIREMENTS:

Outstanding organizational skills, administrative skills, and attention to detail required in order to manage multiple projects and ongoing responsibilities effectively while meeting deadlines in an interruption-rich environment.
2-3 years experience administering a variety of detailed office functions in a high public contact, customer service environment required.
Outstanding oral and written communications skills, including proofreading and editing, required.
Outstanding attention to detail required to manage data and identify, investigate, and resolve anomalies.
Outstanding interpersonal skills and a strong commitment to cultivating a student-centered office that welcomes and supports diverse identities.
Ability to handle sensitive, confidential matters with sensitivity, discretion, diplomacy, and accuracy while maintaining a professional demeanor required.
Strong commitment to providing excellent customer service and ability to de-escalate tense interactions and concerns via phone, email, Zoom, and in person required.
Proficiency in using Google Workspace, particularly Sheets, Forms, Docs, and Slides required.
Experience using Microsoft Office Suite (Word and Excel), Workday (Financials & HR), Zoom, Wagtail (or similar web content management system), Canva, and Adobe Creative Cloud applications (e.g., InDesign, Photoshop, etc.) preferred.
Experience using Workday Student (or similar ERP software), including query/report functionality, preferred.
Ability to learn new software applications quickly and adapt to changing technology required.
Experience working in an educational institution preferred.
Must enjoy working with students and the general public.
Flexibility, resourcefulness, initiative, patience, and creativity required.
Interest in the arts and a sense of humor are appreciated.

Please note that in an effort to keep the CCA community safe, the College encourages all staff, faculty, and students who are on campus to be fully vaccinated, including to have received a booster shot (if eligible). Please note CCA on campus Covid-19 protocols. Please reach out to hr@cca.edu with any questions.

COMPENSATION & BENEFITS:

The compensation for the position is $30.47 per hour with a schedule of 32 hours per week.
CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits.

POSITION DETAILS:

For fiscal year 2024–2025, this position is scheduled for 32 hours per week, benefits eligible. Specific recurring shifts will be scheduled Monday through Friday between 8 a.m. and 6 p.m. May work three to five core mission-related weekend events per year &/or occasional evening events.
Pending budget approval, the position may transition to full-time (37.5 hours per week) in the future.
This position is covered under the staff union collective bargaining agreement and will be required to contribute to union dues/agency fees.
Physical demands associated with this position include sitting or standing at a computer for full work days; walking, lifting, and carrying heavy materials (up to 50 lbs); lifting and transporting bags, boxes, and other materials (e.g., programming/event supplies) by hand, wagon, dollies, and hand trucks between spaces and buildings. Regularly required to stoop, kneel, bend, crouch, and reach. Sometimes required to climb step stool ladders to hang items on walls or move supplies.
CCA considers a full-time work week to be 37.5 hours per week
Work Mode: Hybrid