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Administrative Coordinator

Apply now Job no: 494482
Work type: Regular
Location: Los Angeles
Categories: Hourly

Title: Administrative Coordinator

Department: Arts & Humanities

Duration: Indefinite


Job Summary

Reporting to the Director, the Administrative Coordinator supports the logistical, administrative, communication and budgetary components of Oxy Arts exhibitions, programs, and partnerships.

This role interfaces with Oxy Arts artists, campus partners, faculty, staff, business office and operations, among others; assists staff in planning and preparing exhibition content, and organizational components. Serves as liaison between Oxy Arts and external partners and oversee student workers, when applicable.

This position is represented for purposes of collective bargaining by SEIU.


Job Duties

  • 40% - Provide essential administrative support to Oxy Arts. Work with leadership and staff to address administrative issues. Actively find solutions and follow through to make sure issues are addressed and resolved. Manage various exhibition and event-related needs including the coordination of artist communications, payments, materials, and general organizing exhibits and events. Monitor and respond to general inquiries to the organization. Maintain a calendar and schedule of events. Assist with scheduling meetings, appointments, and events for department. Manage physical and digital archives and organize folder. Prepare exhibit communication and marketing materials as requested. Handles other position related duties and projects as assigned by the Director. - (Essential)
  • 30% - Support OXY ARTS exhibits, events and programs, encompassing planning, organization, and coordination to ensure successful execution and engagement. In concert with the Director and staff, plan and organize exhibits, events and programs. This may include securing locations, arranging for refreshments, managing guest accommodations, and ensuring each event runs smoothly from start to finish. Coordinate all program payment requests and agreements. Assist with online aspects of exhibits and events, including coordination with external organizations for event scheduling and logistics. Provide student worker work direction/assignment. Assist in collecting and evaluating data related to exhibits and events to facilitate continual improvement and ensure the effective achievement of program goals and participant satisfaction. - (Essential)
  • 15% - Serve as the point of contact for the gallery guests and Oxy community at large, ensuring proper reception and engagement. Maintain clean and orderly work areas. Monitor and control visitor flow at entry points during programs and events. Act as a primary point of contact with the College for coordinating calendar requests, payments, publicity, marketing and the point person for all general inquiries. - (Essential)
  • 15% - Serve as the point of contact for Communications and Outreach for OXY ARTS. Provide support for social media and newsletter content. Provide support for exhibition visual content via liaising with designers, printers, and other suppliers. Provide support for press releases, when issued. - (Essential)


Minimum Qualifications

  • Bachelor’s degree in liberal arts, administration, communications, or other related field to position responsibilities.
  • Minimum of 3 years of experience in administrative office support.
  • Strong problem-solving skills, with the capacity for independent decision-making in alignment with College policies and practices.
  • Adept at handling confidential information with discretion.
  • Demonstrated ability to interact professionally and effectively with students, professors, staff, and all members of the campus community. Demonstrated ability to learn, adhere to, and ensure compliance with organizational procedures and guidelines.
  • This includes developing a thorough understanding of the College's organizational structure, policies, and adapting effectively to changes and new requirements.
  • Demonstrated ability to lead and effectively supervise both staff and students, encompassing responsibilities such as delegating tasks, setting priorities, providing constructive feedback, and evaluating performance.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications.
  • Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
  • Strong commitment to a quality work product.
  • Demonstrated ability to effectively communicate verbally, in writing and electronically.
    Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
  • Demonstrated commitment to justice, equity, inclusion & diversity.
  • Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
  • Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
  • Ability to self-motivate and work independently.
  • Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.


Preferred Qualifications

  • Bachelor’s degree in liberal arts, administration, communications, or other related field to position responsibilities.
  • Minimum three years of experience in an academic environment with practitioner level administrative support.


EXPECTED HIRING RANGE: $22.00 - $25.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.

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