Every position at ArtCenter plays an important part in carrying out the cultural values, goals, strategic vision, and mission of the College. This includes upholding and cultivating an inclusive, respectful, and welcoming environment where everyone feels a sense of belonging.

Reporting to the associate vice president, Employee Experience (AVP), the EEE assistant will provide administrative support for the day-to-day EEE operations, reception desk coverage, including calendar management for the EEE management team. The incumbent will also process student worker documents and administer independent contractor agreements.

This is a full-time position with an on-site schedule Monday through Friday from 8:30 a.m. to 4:30 p.m. (7-hour workday)

Essential Functions

Employee Engagement Operations - 50%

• Provide administrative and clerical support to the department and department leadership, including answering the phone, checking voicemail, assisting walk-ins, processing incoming mail, email and delivered packages, ordering supplies, photocopying, filing and communicating messages; monitor EEE and VPEEE email accounts
• Monitor, respond or redirect as needed the EEE email account for timely responses and service delivery
• Assist employees with basic information regarding College policies and procedures and benefits
• Maintain EEE’s Inside and external web pages
• Maintain documents and personnel files (paper and electronic), including filing and appropriate disposition of all confidential and sensitive documents
• Calendar management for EEE leadership and EEE events, i.e., schedule and coordinate one-on-ones, department meetings, candidate interviews, travel logistics, meeting rooms, event spaces, and special events
• Provide event logistical support such as, AV, signage, catering, photography and parking; and coordinate and prepare event-day activities for EEE events and meetings, including labor relations
• Prepare independent vendor contracts and ensure they follow IRS and the College’s guidelines and policies, including AB-5 questionnaires to verify status for new vendors
• Respond to and complete verifications of employment; conduct reference checks on job applicants
• Process unemployment claims; research and respond to unemployment claims; notify third-party administrator with employer’s responses
• Review and process monthly updates in Colleague for personal days for eligible employees.
• Support EEE and EHS programs such as staff recognition, open enrollment, and wellness events
• Prepare expense reports, Purchase Orders (POs), corporate credit card expense reports and assist in the compilation of budget and other administrative documentation for the office

Student Hiring - 25%

• Process student hire documents, provide campus job information to student workers, including requirements for I-9, timesheets, and deadlines; work closely with Financial Aid and the Center for the Student Experience (CSE) to ensure that student worker forms are processed correctly in accordance with their status
• Set up students in Colleague
• Ensure departments understand student hiring guidelines and processes; send updates regarding policy and/or procedural changes
• Attend and represent EEE at student orientation

Learning and Professional Development - 10% 

• Set up new hires with mandatory and supplementary educational programs, track and report on progress for compliance; follow up with employees and provide reports to department heads
• Maintain LMS learning and development systems (i.e. Vector, Cornerstone)
• Coordinate entry interviews and new hire onboarding evaluations; track completion

Talent Management -10%

• Process new hire paperwork, verify authorization documents and complete I?9s
• Prepare and process guest lecturers with academic departments
• Set up and maintain in Colleague
• Process payroll forms upon completion of assignment

Non -Essential Job Functions - 5%

• Serve on educational or college-wide committees, work groups, task forces and/or councils
• Stay updated on labor and employment laws
• Other tasks and projects as assigned

Qualifications

• 1–2 years of prior experience in an administrative or customer service position
• High school diploma, equivalent experience and education
• Customer service-focused individual with excellent written and oral communication skills, detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
• Ability to work independently and as part of a team
• Strong computer skills with proficiency in MS Office Suite and the ability to learn new software
• Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenter’s diverse communities of faculty, staff, students and visitors
• Ability to handle all information with tact and discretion and recognize the confidential nature of ArtCenter business

Preferred Qualifications

• Bachelor’s degree in human resources or business from an accredited college or institution
• HR certificate or HR certification from an accredited body such as HRCI or SHRM
• Prior experience in a Human Resources Department and/or higher education
• Basic knowledge of labor and employment laws
• Experience with Ellucian and Perceptives
• Experience providing executive-level support

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: The position is generally performed in an office setting. Primary functions require sufficient physical ability and mobility to work in an office setting or attend/work events; to sit or stand for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Must be able to travel between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.