Administrative Assistant, Senior

Administrative Assistant

Reporting to the Dean of Fine Arts and Communication, this position will provide administrative and operational support for the Fine Arts and Communication Division and its departments and programs, including Art, Communication Studies, Graphic and Interactive Design, Media Studies, Music, Music Technology, Photography, and Theatre Arts. The position will support the division's faculty, staff, students, and Dean and will be responsible for facilitating the efficient and productive workflow of the division office.

Responsibilities include processing and tracking contracts, invoices, purchase orders, requisitions, purchases, and expenditures; supporting class scheduling, including data input, room assignments, and faculty assignment loads; completing and tracking administrative and personnel-related forms; maintaining databases, records, and files, including confidential personnel materials and faculty syllabi; and coordinating division and department activities and events, including division meetings, performances, concerts, exhibitions, student showcases, and awards ceremonies.

The Fine Arts and Communication Division includes numerous highly specialized instructional, production, and performance spaces, including art studios, photography labs, digital and media production facilities, music and recording spaces, and theatres and performance venues. The position will support the operation of these spaces by coordinating facilities, maintenance, technology, equipment, access, scheduling, and other service requests; communicating with appropriate College and District departments; tracking requests through completion; and assisting with the operational needs associated with specialized instructional environments, performances, exhibitions, and events.

The position will also provide administrative, operational, and public-facing customer service support for Theatre Arts ticketing and box office functions, including setting up productions and performances in the ticketing system; managing ticket pricing, discounts, promotional codes, complimentary tickets, and patron records; responding to patron inquiries by phone, email, and in person; assisting patrons with ticket purchases, exchanges, accessibility needs, and other ticketing questions or concerns; coordinating ticketing supplies and related purchasing; preparing ticket sales, attendance, discount, complimentary-ticket, revenue, and credit-card reports; reconciling ticketing and concessions activity; preparing required financial documentation; and processing and delivering ticket-sale and concessions deposits to the appropriate College/District and Foundation offices.

The position serves as a primary point of contact for students, faculty, staff, College and District departments, vendors, patrons, and members of the general public, providing responsive and professional customer service; providing information about division programs, courses, performances, exhibitions, and activities; fielding questions, concerns, and complaints; interpreting and resolving administrative and operational issues; and coordinating facilities, technology, and related support requests. The position provides direct support to the Dean, including calendar management, meeting coordination, correspondence, and duties as assigned.

The position works closely and collaboratively with administrative support colleagues in the Office of Instruction and with departments throughout the College and District to develop and implement efficient processes and procedures and support the operational needs of the division. A successful candidate will have strong organizational and technical skills; demonstrate excellent verbal and written communication and customer service skills; possess strong attention to detail and the ability to manage multiple priorities and deadlines; exercise discretion in handling confidential and financial information; and be comfortable interacting professionally with students, faculty, staff, patrons, vendors, and members of the public in person, by phone, and online. This position is located on the main Foothill College campus in Los Altos Hills, CA.