Job details

This ad is expired.
California College of the Arts
  • Position Number: 1193424
  • Location: Oakland, CA
  • Position Type: Academic Administration

Academic Partnerships Project Manager: Fine Arts and Humanities & Sciences Divisions
California College of the Arts

The mission of Academic Affairs is to support faculty and academic staff in their efforts to educate students to shape culture through the practice and critical study of art, design, architecture, and writing. The academic administration is dedicated to improving educational resources across the college and working closely with faculty, program chairs, instructional support areas, and the Student Affairs staff to enhance student learning.

Academic Affairs is composed of a central leadership office and four academic divisions: Architecture, Design, Fine Arts, and Humanities & Sciences. The staff in each division work collaboratively to address operational and curricular challenges that impact Academic Affairs administration.

The APPM works closely with the academic deans and the Office of Advancement to facilitate and support the fundraising, partnerships, and sponsored projects from initial conception through completion and final reporting. These projects aim to enhance the curricular and professional experience of our students and faculty, further establishing CCA as a global leader of art and design education. The APPM serves as a key liaison between academic and administrative departments at the college and collaborates with other college partners to ensure the success of our internal and external partnerships and dean initiatives. The APPM serves as an institutional ambassador when interfacing with external partners and donors, bringing a level of professionalism to all interactions that is aligned with the college's mission, culture, and values.
The APPM will manage key donor projects and dean initiatives for the Fine Arts and Humanities & Sciences divisions. Project management responsibilities include the coordination and completion of projects and partnerships on time within budget and within scope. The APPM oversees all aspects of projects, including: setting deadlines, budget planning, research assistance, scheduling meetings & travel, event planning & management, developing social media campaigns, and monitoring/summarizing progress of projects. The APPM regularly prepares reports for supervisor, deans, and/or Office of Advancement regarding status of projects.

The APPM works directly with deans, the Office of Advancement, external college partners, and other key stakeholders to ensure deliverables fall within the applicable scope and budget and that the terms of funding/partnership agreements are satisfied. He or she will coordinate with internal departments to ensure all aspects of each project are compatible and will hire and supervise work study students as needed to assist with project and event needs. The APPM may also work with faculty and students to coordinate curricular operations and events connected to these initiatives by providing targeted administrative support.

Main Responsibilities:

The percentages assigned to job duties are general estimates. Division assignments may shift depending on the needs of the college.

Project Coordination & Student Support - 25-30%
  • Coordinate internal resources and third parties/vendors for the flawless execution of projects
  • Ensure that all projects are delivered on-time, within scope and within budget
  • Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring technical feasibility
  • Ensure resource availability and allocation
  • Develop a detailed project plan to monitor and track progress
  • Manage changes to the project scope, project schedule, and project costs and report/escalate to management as needed
  • Measure project performance using appropriate tools and techniques
  • Manage the relationship with external partners and all stakeholders
  • Create and maintain comprehensive project documentation
  • Meet with stakeholders to take detailed notes and clarify specific requirements of each project
  • Liaise with CCA Facilities, Operations, and Technology teams for event and exhibition support
  • Coordinate student transportation to offsite locations for research, tours and/or presentations
  • Schedule space for presentations/meetings

    Budget Management and Vendor Relations - 15-20%
  • Monitor and manage restricted funds and project budgets as assigned
  • Meet budgetary objectives and make adjustments to project constraints based on financial analysis
  • Develop spreadsheets, diagrams and/or process maps to document needs
  • Gather and prepare analytical information, budget planning, and closing reports for key stakeholders
  • Process purchase requisitions for instructional/studio materials, supplies, vendors, independent contractors, catering, and speaker fees
  • Establish and maintain relationships with third parties/vendors
  • Submit expense reports and reimbursement requests for visiting artists and college guests as needed.

    Event Planning & Support - 25-30%
  • Lead or assist in logistical planning and implementation for events (exhibitions, presentations, receptions, etc.). Support may include onsite event management and event wrap-up. Liaise with appropriate college partners as needed
  • Reserve rooms for events/collect assets, and post event listing
  • Work with designers for program-based marketing and communications collateral

    Communication & Documentation -10-15%
  • Liaise with Marketing and Communications Office and provide access to video/stills/text descriptions from student projects. Ensure collateral are within scope/parameters of Non-Disclosure Agreement with external partner.
  • Coordinate communications across Academic Affairs and Advancement, trafficking, and managing current external and internal partnerships
  • Promote industry/external engagements through social media
  • Create and manage calendar of external partnerships shared with Academic Affairs staff, Faculty, and deans
  • Schedule and compile documentation of all external engagements, ensuring they are posted on the Industry Partners website, the CCA website, and other places as directed by the academic deans
  • Develop and oversee social media channels and social media campaigns for departments, including Facebook, Instagram, and e-newsletters.

    Project-Related Administrative support to the Dean -5-10%
  • Support Dean-driven initiatives with Advancement involvement
  • Perform partnership related research as needed for Deans
  • Arrange/coordinate travel and itineraries for visiting artists or speakers
  • Schedule meetings and assist with calendar management for Deans
  • Other duties/special projects as assigned by Academic Affairs

    Supervision - 5-10%
  • Recruit, hire, train, and supervise work study students.

    San Francisco

    Additional Locations

    Application Instructions
    Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

    Application Deadline
    For staff positions, screening begins immediately and continues until the position is filled.

    EEO Statement
    As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

    We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

    California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

    Please address any questions to

    For full application instructions and position description, visit:

    Copyright 2017 Inc. All rights reserved.

    Posted by the FREE value-added recruitment advertising agency