Fine Arts Division: Senior Manager of Academic Programs
California College of the Arts
June 30, 2018
San Francisco, California
Fine Arts Division: Senior Manager of Academic Programs California College of the Arts
ABOUT THE FINE ARTS DIVISION
The Fine Arts division at California College of the Arts supports the belief that artists are uniquely qualified to take active roles in a broad spectrum of creative, cultural, and economic arenas in the 21st century. Our innovative approach to arts education fosters critical making, passionate creativity, intellectual agility, and technical proficiency. Our goal is to produce self-sustaining artists, trained in individual risk taking and team-based collaboration, who excel as creative practitioners in rapidly changing local, national, and international communities.
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. This position manages the administrative operations for the three Fine Arts graduate programs: MFA Fine Arts, MFA Film, MA Curatorial Practice as well as undergraduate Film program and other special project areas. Please read more about our programs at cca.edu. Under the supervision of the Fine Arts director, the SMAP works with program staff, program chair(s) and key internal and externalstakeholders 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 administrative director. Program assignments may shift depending on the needs of the division and the college. This role supervises the Fine Arts program manager for Graduate Fine Arts, Graduate Film and undergraduate Film programs, the academic partnership program manager for Fine Arts and Humanities and Sciences, , temporary and work study staff and manages the Curatorial Practice program.
This role is ideal for someone who is a dynamic administrator and enjoys a great variety in their day to day work life but can track the many pieces that create a cohesive whole. The Fine Arts Grad programs are situated in three San Francisco sites: the Grad Studios in the Dog Patch, the San Francisco College campus and the Annex at Yerba Buena Center for the Arts where the Curatorial Practice program will be in residence beginning this Fall. This position will work at these sites each week, primarily the San Francisco campus and YBCA.
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 ship program. Collaborate with program chairs on hiring graduate teaching assistants (TAs), facilitate onboarding, approve timesheets, problem solve as needed.
General Program Administration - 25%
Maintain and develop both proactive and responsive strategies for the challenges students, faculty and staff encounter in a multi-site organization.
Sustain and develop keys stakeholder partnerships.
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 update as needed.
Liaise with other college offices and support services as necessary.
Assist chair with the onboarding of new faculty
Obtain and maintain proficiency in all relevant college platforms, systems and procedures
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 solve enrollment problems, course scheduling issuesin 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.
Proven success developing relationships across organizations.
Excellent organizational and task management skills; strong oral and written communication 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, managing a team and working with students.
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 multitasking, prioritizing, and sustaining focus amidst frequent interruptions.
Experience with social media and event coordination.
Confident using independent judgement in decision making as needed and able to follow direction with minimum oversight.
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.
Preferred: o 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.
o 2-3 years of experience supervising other employees and managing direct reports.
o 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.
The Graduate programs in the Fine Arts division are located at the Dogpatch studios, the San Francisco campus and YBCA. This role will spend time at each location throughout the week depending on programming and priorities.
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 and other Fine Arts division Program sites such as the DogPatch studios and YBCA. 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.
Questions? Please address any questions to firstname.lastname@example.org.
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.