Program Manager, Graphic Design California College of the Arts
About the Division The Design Division at the California College of the Arts hosts 6 undergraduate programs in fashion, furniture, graphic design, illustration, industrial design, and interaction design; and 3 graduate programs in design MFA, design strategy MBA, and interaction design MDes. As makers of meaning, creators of value, and stagers of experience, designers begin by asking questions. At CCA, these questions do not merely guide a response to existing conditions. They frame an understanding of the ways in which design helps to produce the contexts in which it operates. The design faculty includes nationally and internationally renowned practitioners who bring their passion and experience to the classroom. Through their teaching, faculty expose students to the hands-on inquiry and conceptual daring that drive their own inspiring careers.
This division is one of four academic divisions in the college and is part of Academic Affairs. The staff in each division work collaboratively to address operational/curricular challenges that impact all Academic Affairs administration.
Position Summary The program manager is part of a dynamic administrative team that supports the day-to-day operations of the academic programs in their purview. Under the supervision of the Assistant/Associate Director, the PM works with their program chair(s) to coordinate curricular operations, events and projects. The program manager serves as 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 assistant/associate director. Program assignments may shift depending on the needs of the division and the college.
Reports To: Director of Design Department: Design Division
Main Responsibilities The percentages assigned to job duties are general estimates. The specific needs of each program and project area will vary.
Essential Job Function(s) General Program Administration: UG-35%, G- 30%
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.) for respective programs.
Participate in the development and revision of standard operating procedures and guidelines.
Assure program's web presence is accurate and update as needed.
Serve as a first point of contact for students, faculty, and external guests.
Liaise with other college offices and support-services as necessary.
Maintain program files and archives. Maintain program portfolio in collaboration with program chair.
Assist chair with the onboarding of new faculty
Attend program meetings and take notes
Coordinate program external review.
Provide assistance to the dean, assistant/associate director, and chair(s) in institutional assessment and accreditation processes as needed.
Other duties/special projects as assigned by divisional assistant director, associate director, and/or dean.
Obtain and maintain proficiency in all relevant college platforms and systems. Attend trainings and update skills as needed.
Understand and utilize academic affairs standard operating procedures while carrying out all work duties.
Budget Management: UG-20%, G- 20%
Monitor program and project budgets as assigned.
Gather and prepare analytical information for annual budget proposal process, in concert with assistant/associate director and chair(s).
Course Scheduling and Enrollment: UG-20%, G- 10%
Under the supervision of the A.D., analyze and track enrollment/degree progress, with program chair(s), to inform course schedule planning and solve enrollment problems in concert with college partners as needed.
Solve for recurrent course scheduling issues and conflicts (i.e. facultyassignments, rooms, days/times).
Assist program chair(s) with their student recruiting
Actas program point-of-contact for admitted students and support yield efforts.
Event Planning & Support: UG-15%, G- 15%
Lead or assist in logistical planning and implementation for events, symposia, curricular reviews, etc. Support may include onsite event management and event wrap-up. Liaise with appropriate college partners as
Reserve rooms for events/collect assets and post event listing.
Work with designers for program-based marketing and communications collateral.
Supervision: UG-10%, G- 15%
Recruit, hire, train, and supervise work study students.
Supervision (GRADUATE PROGRAMS ONLY)
Provide administrative support for the TA ship program. Collaborate with program chairs on hiring graduate teaching assistants (TAs), facilitate on-boarding, approve timesheets, problem solve as needed.
1+ year of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions.
BA/BFA/BARCH degree preferred with stronger preference for one of the areas represented at CCA.
Should embrace working in a diverse community of staff, faculty and students.
Excellent written and verbal/interpersonal skills.
Excellent organizational and time management skills; competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions.
Experience with social media and event coordination.
Able to follow direction with minimum oversight and work independently as needed.
Ability to exercise sound judgment and resolve diverse problems.
High level of attention to detail.
Ability to handle sensitive, confidential matters with discretion.
Familiarity with and ability to apply technological innovations.
Competence in MS Office Suite, Google Apps, Excel and data entry required.
2-3 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.
Associate, BA/BFA/BARCH degree
Experience with a student information system (SIS), e.g. Colleague, Banner
Working Conditions: CCA is normally open for business 8 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. Program Manager shifts generally start between 8 a.m. and 9 a.m., 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.
Physical Requirements: 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.
Location San Francisco
Application Instructions 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.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement 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.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.