ArtCenter
Academic Operations Specialist
ArtCenter College of Design is searching for an experienced Academic Operations Specialist to join our team. The salary range for this position: $35.72 - 38.46 (35-hour work week). Final salary is based on education, experience, skills relevant to the role, and internal equity. Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC). 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 provost of Academic Operations, the academic operations specialist oversees the business operations and safety compliance of the College's model shops and other maker spaces. Working with the managers of the shops and maker spaces, this individual will assist in overseeing inventory, purchasing and leases, sales, vendor relations, and budget management. The incumbent will support the overall student learning experience by facilitating a safe and productive creative environment that helps minimize the costs associated with fabrication. This is an on-site full-time position with the normal schedule of either Monday through Friday 8 a.m.
4 p.m. or 2:00 p.m.
10:00 p.m. with the possibility of nights and weekends as needed. Essential Functions
Shops and Lab Operations
70% Manage inventory of tools, equipment, and supplies as well as inventory for resale; conduct regular inventory audits Oversee purchasing and POs, working closely with director of support services Oversee supply chain, vendor management, and maintain/strengthen vendor relations Assist shop and lab managers with budgeting, working closely with associate provost and director of budgeting and financial planning Research and facilitate the lease and purchase of new equipment, overseeing current leases and helping plan for future leases, working closely with director of client services Create regular reports on inventory, P&L, lease cycles, and budget management (comparing past, present, future, encumbrances) Work with faculty on identifying fabrication needs of courses to anticipate supply needs Identify opportunities for cost savings; identify proper pricing on items to meet costs Anticipate changes to cost of goods and minimize loss Help manage bill-backs to academic departments for project support Continually evaluate current operating procedures and practices to increase efficiency Manage WebCheckout and Clover point-of-sale system to ensure inventory accuracy, update pricing, and system efficiency Work with staff to troubleshoot major machine errors and schedule service by outside repair technicians Provide administrative support of the associate provost of academic operations by assisting with calendaring and scheduling meetings, creating reports, and other tasks as needed Health and Safety
25% Work with the office of Environmental Health, Safety and Risk Management (EHS) to assist in providing training to lab staff, faculty, and students on the safe and proper use of materials, supplies, and equipment Enforce all College and shop policies to maintain a safe and secure work and learning environment for students, faculty, and staff Comply with and ensure that safety and dress codes are carried out in accordance with shop policies, including wearing assigned PPE and ensuring staff compliance Conduct frequent inspections of Shop/Lab space to ensure emergency fire-life safety and response equipment is available and in proper working order Stay current on all lab safety practices and procedures per manufacturer's requirements and federal/state requirements Maintain a safe work environment inside the labs and throughout the department; respond to changing environment efficiently Attend safety meetings to stay updated on safety practices, emergency response procedures, and biowaste reporting Collaborate with school administration and health services to coordinate emergency response procedures, drills, and incident reporting Non-Essential
5% Participate in college-wide committees, work groups, and task forces Other duties as assigned Required Qualifications
Bachelor's degree from an accredited institution or any equivalent combination of training and experience Excellent quantitative, analytical, and financial reporting skills At least 3 years of related experience managing inventory, budgets, purchasing, and sales Ability to maintain good working relationships with various internal and external stakeholders related to the ongoing operations of the division, including professional associates, outside partners, administrators, faculty, staff, students, and alumni Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business Effective oral and written communication skills, including conflict resolution, problem-solving in order to communicate with the campus community, contractors, and vendors Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenters diverse communities Ability to enforce and implement policies and procedures Strong organizational skills with the ability to prioritize tasks and manage time effectively. Preferred Qualifications
Work experience in nonprofit higher education Experience with WebCheckout and/or inventory software Experience with point-of-sale software 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. This is an on-site full-time position with the normal schedule of either Monday through Friday 8 a.m.
4 p.m. or 2:00 p.m.
10:00 p.m. with the possibility of nights and weekends as needed. Environment: Work is performed primarily in a shop setting with frequent interruptions and distractions; extended periods of time using shop equipment including computers, hand tools, saws, power tools, etc.; interactions with other individuals. Due to the nature of the work environment, there is exposure to loud noises, chemicals, fumes, dust, and heat. Physical: Primary functions require sufficient physical ability and mobility to work in a shop setting; to stand or walk for prolonged periods of time; including bending, kneeling, crouching, reaching, squatting, and twisting; to lift, carry, push, and/or pull moderate to heavy amounts of weight (50 pounds, or team-lift up to 100 pounds); to operate office and shop equipment requiring repetitive hand movement and fine coordination, handle or feel objects, tools, or controls; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Must be able to work nights and weekend as needed. Vision: Must be able to have the visual capacity to perform activities such as setting up equipment, viewing a computer terminal, and other normal technician work with or without correction. Hearing: Must be able to communicate effectively in the course of normal business 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. ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access, and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures, and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital
ArtCenter College of Design is searching for an experienced Academic Operations Specialist to join our team. The salary range for this position: $35.72 - 38.46 (35-hour work week). Final salary is based on education, experience, skills relevant to the role, and internal equity. Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC). 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 provost of Academic Operations, the academic operations specialist oversees the business operations and safety compliance of the College's model shops and other maker spaces. Working with the managers of the shops and maker spaces, this individual will assist in overseeing inventory, purchasing and leases, sales, vendor relations, and budget management. The incumbent will support the overall student learning experience by facilitating a safe and productive creative environment that helps minimize the costs associated with fabrication. This is an on-site full-time position with the normal schedule of either Monday through Friday 8 a.m.
4 p.m. or 2:00 p.m.
10:00 p.m. with the possibility of nights and weekends as needed. Essential Functions
Shops and Lab Operations
70% Manage inventory of tools, equipment, and supplies as well as inventory for resale; conduct regular inventory audits Oversee purchasing and POs, working closely with director of support services Oversee supply chain, vendor management, and maintain/strengthen vendor relations Assist shop and lab managers with budgeting, working closely with associate provost and director of budgeting and financial planning Research and facilitate the lease and purchase of new equipment, overseeing current leases and helping plan for future leases, working closely with director of client services Create regular reports on inventory, P&L, lease cycles, and budget management (comparing past, present, future, encumbrances) Work with faculty on identifying fabrication needs of courses to anticipate supply needs Identify opportunities for cost savings; identify proper pricing on items to meet costs Anticipate changes to cost of goods and minimize loss Help manage bill-backs to academic departments for project support Continually evaluate current operating procedures and practices to increase efficiency Manage WebCheckout and Clover point-of-sale system to ensure inventory accuracy, update pricing, and system efficiency Work with staff to troubleshoot major machine errors and schedule service by outside repair technicians Provide administrative support of the associate provost of academic operations by assisting with calendaring and scheduling meetings, creating reports, and other tasks as needed Health and Safety
25% Work with the office of Environmental Health, Safety and Risk Management (EHS) to assist in providing training to lab staff, faculty, and students on the safe and proper use of materials, supplies, and equipment Enforce all College and shop policies to maintain a safe and secure work and learning environment for students, faculty, and staff Comply with and ensure that safety and dress codes are carried out in accordance with shop policies, including wearing assigned PPE and ensuring staff compliance Conduct frequent inspections of Shop/Lab space to ensure emergency fire-life safety and response equipment is available and in proper working order Stay current on all lab safety practices and procedures per manufacturer's requirements and federal/state requirements Maintain a safe work environment inside the labs and throughout the department; respond to changing environment efficiently Attend safety meetings to stay updated on safety practices, emergency response procedures, and biowaste reporting Collaborate with school administration and health services to coordinate emergency response procedures, drills, and incident reporting Non-Essential
5% Participate in college-wide committees, work groups, and task forces Other duties as assigned Required Qualifications
Bachelor's degree from an accredited institution or any equivalent combination of training and experience Excellent quantitative, analytical, and financial reporting skills At least 3 years of related experience managing inventory, budgets, purchasing, and sales Ability to maintain good working relationships with various internal and external stakeholders related to the ongoing operations of the division, including professional associates, outside partners, administrators, faculty, staff, students, and alumni Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business Effective oral and written communication skills, including conflict resolution, problem-solving in order to communicate with the campus community, contractors, and vendors Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenters diverse communities Ability to enforce and implement policies and procedures Strong organizational skills with the ability to prioritize tasks and manage time effectively. Preferred Qualifications
Work experience in nonprofit higher education Experience with WebCheckout and/or inventory software Experience with point-of-sale software 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. This is an on-site full-time position with the normal schedule of either Monday through Friday 8 a.m.
4 p.m. or 2:00 p.m.
10:00 p.m. with the possibility of nights and weekends as needed. Environment: Work is performed primarily in a shop setting with frequent interruptions and distractions; extended periods of time using shop equipment including computers, hand tools, saws, power tools, etc.; interactions with other individuals. Due to the nature of the work environment, there is exposure to loud noises, chemicals, fumes, dust, and heat. Physical: Primary functions require sufficient physical ability and mobility to work in a shop setting; to stand or walk for prolonged periods of time; including bending, kneeling, crouching, reaching, squatting, and twisting; to lift, carry, push, and/or pull moderate to heavy amounts of weight (50 pounds, or team-lift up to 100 pounds); to operate office and shop equipment requiring repetitive hand movement and fine coordination, handle or feel objects, tools, or controls; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Must be able to work nights and weekend as needed. Vision: Must be able to have the visual capacity to perform activities such as setting up equipment, viewing a computer terminal, and other normal technician work with or without correction. Hearing: Must be able to communicate effectively in the course of normal business 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. ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access, and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures, and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital