Program Administrator

Full Time Job
PURPOSE OF THE POSITION:
Provide administrative and technical support in the UTLA Center, for students, faculty, guest instructors, families, employers, university offices, and the general public, for all student-related matters. Provide technical assistance to staff, guest instructors and students.

ESSENTIAL FUNCTIONS:
ENROLLMENT COORDINATION: Process student enrollment applications and student billing in a timely manner, and manage enrollment communication with students to support adherence to University academic advising, enrollment, registration, billing and financial aid deadlines and policies. Know and enforce University policies and procedures as they relate to participation in this program. Respond to inquiries, refer students to appropriate units on campus, and communicate student needs to Executive Director, as required. Track and maintain enrollment information and shared electronic records for accuracy, in keeping with University policies and practices. Assist with the development of online program enrollment and administrative systems. Clear students for registration and work closely with the Office of Student Financial Services to ensure timely disbursement of student aid. Update course catalog and schedule information in collaboration with academic departments. Collaborate with relevant units on campus to anticipate issues, resolve problems and make recommendations for improved services and overall program enhancement. Update course schedules with campus and University Extension contacts. Maintain student records for accuracy and in keeping with University policies and procedures.
UTLA CENTER FACILITY SUPPORT: Maintain the UTLA Center insuring it is kept clean, organized and well stocked with all necessary equipment, materials and supplies. Order and stock kitchen with paper goods, water, beverages, as needed. Manage equipment and supply orders for UTLA Center staff and instructors through appropriate University channels. Staff the reception desk, greeting students, alumni and guests and answering their questions. Create and maintain mailbox assignments and student name tag placards. Create, assign and maintain door codes for staff, students and alumni. Provide general office and clerical support including maintenance of all equipment (Copier, fax, computers, Audio/Visual, etc.)
TECHNICAL SUPPORT: Provide technical assistance to staff, guest instructors and students. Maintain program equipment and update software as required. Coordinate and supervise staff and student use of audio/visual equipment including equipment check-out and check-in. Train students in proper use of equipment. Research and recommend purchases and upgrades to equipment, hardware and software. Coordinate video conferencing information sessions with prospective students.
BACK-UP ADMINISTRATIVE SUPPORT: Responsible for knowing the many complex office administrative systems put in place by the University and Executive Director. Assist Program Coordinator with routine data entry tasks, web support and maintenance. Position will serve as back-up for the Program Coordinator.

REQUIRED QUALIFICATIONS:
Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level.
One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Experience using computer software/hardware and Internet resources in completing work assignments.
Experience in computer networking, internet communications, and computer hardware and software maintenance.
Experience with and a working knowledge of audio, video, lighting, grip and film-making equipment, as well as its proper use and maintenance.
Experience with and a knowledge of Adobe software, Final Cut Pro and Avid Software, Pro Tools software, After Effects software, EP Film Scheduling software, EP Film Budgeting software, Final Draft Screenwriting software, and other graphics-based design programs used in the entertainment industry. Equivalent combination of relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS:
Bachelor's degree in communication, liberal arts, business or other related field. Internship or work experience in communication or entertainment industry related fields.

WORKING CONDITIONS:
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Lifting and moving.
General conditions with the majority of time spent in contact with students and employers.
Some evening, weekend and holiday work will be required including special events with students.
Some travel may be required for training purposes.