Academic Facilities Assistant

  • Academy of Art University
  • San Francisco, CA, USA
  • Oct 05, 2021
Full time Admin-Clerical Education Facilities

Job Description

Driven. Engaging. Innovative. Do these words motivate you? If so, then we want to talk with you. Academy of Art University offers a rewarding employment experience for those who excel in a dynamic environment and who can consistently deliver high-caliber customer service. We thrive on ingenuity and pursue ideas every day that lead to extraordinary opportunities for tomorrow.  Apply here for your next career! 

Academy of Art University seeks a full-time Academic Facilities Assistant for its San Francisco office. This position will report to the Vice President of Academic Administration and support with academic facility resource coordination, semester start operations, reporting and special events. Specific responsibilities include:

  • Input special events, meetings or student facility requests into the events calendar after they have been approved.

  • Compile and collect event information and required documents from outside organizations that would like to utilize Academy facilities for non-AAU events.  

  • Confirm tech support with audio and visual departments and security support when required for facility reservations.

  • Monitor the events calendar weekly, alerting necessary parties of any conflicts between academic and University events.

  • Support the VP with updating class locations into PeopleSoft.

  • Create and maintain a classroom characteristics data base.  This will include data entry in spreadsheets, gathering photo documentation, and notifying various departments of the facility changes.

  • Monitor the Open Reg weekly, alerting the VP of any missing schedules, double bookings and missing or incorrect lab designations and course fees. 

  • Work with Business Operations to maintain cleanliness of all academic buildings.  Report maintenance issues to Business Operations.

  • Compile weekly building reports of the academic facilities as requested by the VP.

  • Review the signage in buildings and submit signage requests when applicable.  Signage includes, but is not limited to, room numbers, department signage or directional signage. 

  • Assist with directory signage including, but not limited to the creation, delivery and posting of directories in the Academic buildings. 

  • Assist in preparation and delivery of building block schedules.

  • Assist with finalizing classrooms grids to distribute to the academic departments for posting.

  • Assist with semester start academic building facility and class checks.

  • Provides administrative support such as printing, copying, filing and file making

  • Create and maintain a course fee database.  This will include data entry in spreadsheets and gathering entitlements lists.

  • Provide additional support for Academic Departments as delegated by the VP of Academic Administration.

  • Assist with Commencement and the Spring Show as needed.

  • Provide front desk coverage for the Office of the President as needed.



  • Minimum 2+ years prior Administrative Assistant experience.

  • Excellent verbal and written communication skills.

  • Must be self-starter who can work independently.

  • Must be well-organized and able to handle multiple tasks simultaneously.

  • Ability to work in a fast paced environment.

  • Friendly, outgoing with great customer service skills a must.

  • Exceptional computer experience with MS Word, Excel and PowerPoint.

  • Must be able to work occasional Saturdays and evenings when needed.



Academy of Art University offers full-time employees health insurance, 401k options, paid vacation based on years of service (15 days accrual at start), paid holidays, paid sick leave and a commuter benefit program.  The Academy also offers full-time employees an opportunity to take one undergraduate course tuition free each semester.  Full-time employees also have access to our multi-lane swimming pool, two fitness centers and our many recreational programs, including our NCAA Division II events.


Academy of Art University is an equal opportunity employer.  All applicants will be considered regardless of age, Aids or HIV positive status, marital status, domestic partnership, medical condition or genetic characteristics, race or national origin, pregnancy, religion, sex, gender identity, gender or sexual orientation, name change, citizenship, physical or mental disability, veteran status or other status protected by federal, state, local or other law. Equal access to the hiring process, services, and employment is available to all persons. Applicants requiring accommodations to the application and/or interview process should contact the Human Resources Manager by calling 415-274-2222.  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.

Deadline to Apply