ABOUT THE HUMANITIES & SCIENCES DIVISION
The Humanities & Sciences division is committed to the idea that critical thinking is a creative act, and that our ability to participate in the production of culture in meaningful ways depends on our ability to articulate and be aware of “what we know or believe.” We are stronger architects, artists, designers, and writers when we are students of the world around us - past, present, and future. Understanding the meaning and impact of our work allows us to make intelligent, responsible, ethical choices in our creative practices. Our goal is to provide students with the intellectual and ethical tools they need to integrate theory and practice throughout their lives.
The Senior Manager of Academic Programs (SMAP) is part of a dynamic administrative team that manages and supports the day-to-day operations of the college’s academic programs. Under the supervision of the Director of Academic Administration (DAA) for H&S, the SMAP works with program staff, program chair(s) and key internal and external stakeholders to coordinate curricular operations, events and projects. The SMAP is a key liaison between academic and administrative departments at the college and collaborates with other program staff to ensure program success. All team members provide targeted administrative support and take on special projects as arranged with the divisional dean and DAA. Program assignments may shift depending on the needs of the division and the college.
This position manages the administrative operations for the Graduate Program in Visual & Critical Studies and supervises two H&S program managers (PMs): the PM for Graduate Comics and Graduate Writing and the PM for undergraduate Visual Studies and undergraduate Writing & Literature. Please read more about our programs at cca.edu . The SMAP also supervises temporary and work study staff as required and is responsible for special project areas as assigned.
This role is ideal for someone who is a dynamic administrator who enjoys variety in their day to day work while tracking the many pieces that create a cohesive whole. The Humanities & Sciences graduate programs are housed in our San Francisco campus while H&S undergrad programs offer classes and events on both our San Francisco and Oakland campuses. So while the primary location of this position is our San Francisco campus, there may be times when a presence on our Oakland campus is required.
The percentages assigned to job duties are general estimates. The specific needs of each division, program, and project area will vary. Tasks vary in scope and complexity, but require high-level independence, self-direction, and decision-making.
Supervision - 25%
Supervise at least one direct report (program staff member: PM or PA).
Provide leadership and supervision to staff, temporary and student workers, including recruiting, hiring, scheduling, assigning and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Provide ongoing support, coaching and feedback for direct report(s).
Provide administrative support for the TA program. Collaborate with program chairs on hiring graduate teaching assistants (TAs), facilitate onboarding, approve timesheets, problem solve as needed.
General Program Administration - 25%
Sustain and develop key stakeholder partnerships.
Liaise with other college offices and support services as necessary.
Serve as a first point of contact for students, faculty, and external guests.
Process purchase requisitions for instructional/studio materials, supplies, vendors, independent contractors, catering, and speaker fees.
Run reports, enter and validate data; identify issues; propose potential solutions.
Maintain email lists, google groups (faculty, students, alumni, etc.), program files, archives for respective programs.
Participate in the development and revision of standard operating procedures and guidelines.
Copy edit for all program project communications for email, web and events.
Assure program’s web presence is accurate and updated as needed.
Assist chair with the onboarding of new faculty.
Obtain and maintain proficiency in all relevant college platforms, systems and procedures.
Maintain and develop both proactive and responsive strategies for the challenges encountered by students, faculty and staff in a multi-site organization.
Other duties/special projects as assigned by divisional director and/or dean.
Budget Management - 15%
Monitor and develop program and project budgets as assigned.
Gather and prepare analytical information for annual budget proposal process, in concert with dean, director and chair(s).
Course Scheduling and Enrollment - 15%
Under the supervision of the director, analyze and track enrollment/degree progress with program chair(s) to inform course schedule planning and to solve enrollment problems and course scheduling issues in concert with college partners as needed.
Event Planning & Support - 10-15%
Lead or assist in logistical planning and implementation for exhibitions, events, symposia, curricular reviews, etc. Support may include onsite event management and event wrap-up. Liaise with appropriate college partners as needed.
Work with designers for program-based marketing and communications collateral.
Student Advising - 5%
In concert with chair, advise graduate students on course registration toward degree fulfillment.
Student Recruitment - 5%
Assist program chair(s) with their student recruiting efforts.
Act as program point-of-contact for admitted students and support yield efforts.
Proven success developing relationships across organizations.
Excellent organizational and task/time management skills with the ability to sustain focus amidst frequent interruptions.
Excellent written and verbal communication and interpersonal skills.
BA/BFA/BARCH degree preferred with stronger preference for one of the areas represented at CCA.
3-4 years of administrative experience at an education or non-profit organization, or other similar environment. Preference given for experience at higher education art and design institutions.
1+ year experience supervising other employees. Preference given for experience managing direct reports.
Proven track record of strong and dynamic leadership. Preference given for experience managing a team and working with students.
Should embrace working in a diverse community of staff, faculty and students.
Experience with social media and event coordination.
Confident using independent judgement in decision making to resolve diverse problems.
Ability to follow direction with minimum oversight while producing the desired results.
High level of attention to detail.
Ability to handle sensitive, confidential matters with discretion.
Familiarity with and ability to apply technological innovations.
Competence in Google Suite, MS Office Suite, and data entry as required.
5 years of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions.
2-3 years of experience supervising other employees and managing direct reports.
Experience with a student information system (SIS), e.g. Colleague, Banner, Workday.
CCA is normally open for business 8:00 a.m.–4:30 p.m., Monday through Friday.
Supervisors assign individual work schedules, and all employees are expected to arrive on time and to be ready for work at the start of their scheduled shift.
Senior Manager of Academic Programs shifts generally start between 8 am and 9 am but may shift to accommodate events, special projects, meetings, etc. and are subject to change based on the needs of the program(s) and College.
This position requires occasional work during evenings and weekends.
This position may require an individual to sit or stand for long periods at a time (up to 4 hours) at a desk or in a meeting. This position requires that individuals be able to transport themselves to multiple locations within the SF or Oakland campuses, or sometimes between both campuses. An individual must also be able to lift and/or carry a minimum of 30 pounds.
Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
For staff positions, screening begins immediately and continues until the position is filled.
As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Please address any questions to email@example.com .