Administrative Assistant - Performing Arts

University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity. Basic Function: Under the direction of the College Services Manager (CSM), the Administrative Assistant performs a variety of responsible administrative and support functions to assist faculty in delivering quality academic programs. The position provides administrative support to academic departments within the Humanities and Creative and Performing Arts divisions of the College of Arts & Sciences. Specific departmental assignments and responsibilities may vary based on the operational needs and priorities of the College. Representative Duties: Faculty & Department Support Provide administrative support to assigned academic departments, including Humanities, Visual Arts, Theatre & Dance, and Film & Television faculty and department chairs. E Coordinate faculty communications, scheduling requests, and departmental operations. E Maintain faculty directories, office hours, syllabi collection, adjunct schedules, and departmental records. E Maintain departmental academic records and assist with student-related administrative processes, including scholarship applications, internships, and program records, as assigned. E Organize adjunct office spaces and support onboarding of new faculty and lecturers. E As needed, support department meetings and divisional meetings through scheduling, agendas, minutes, and logistics. E Budget, Purchasing & Financial Support Process purchase requisitions, requests for payment (RFPs), reimbursements, contracts, and purchasing documentation. E As needed, track department budgets and expenditures and assist chairs with budget monitoring. E Complete bi-monthly reconciliations and maintain organized financial records. Coordinate with vendors and follow up on invoices, payments, and purchase orders. Maintain supply inventories and coordinate office and instructional supply orders. E Building & Facilities Support Serve as an administrative support contact for assigned departmental facilities, which may include: William Rolland Art Center (WRAC) Soiland Humanities Building Film spaces within SBET Black Box Theatre Preus-Brandt Forum Building & Facilities Responsibilities Include: Submit and track facilities requests, maintenance issues, and work orders. Coordinate room reservations and event scheduling. E Assist with office moves, key requests, signage, and directory updates. E Coordinate with Facilities, ITS, Media Services, and Campus Safety as needed. E Monitor shared equipment, printers, and operational readiness of supported spaces. E Visual & Performing Arts, Events, Exhibitions & Performances Provide specialized administrative support for departmental academic and co-curricular activities, including performances, rehearsals, exhibitions, student showcases, auditions, juries, tours, and other program-specific activities, as assigned. E Support planning and coordination of performances, screenings, exhibitions, receptions, lectures, and special events. E Coordinate event logistics, including room scheduling, setup requests, hospitality, signage, and communications. E Assist with gallery exhibitions and receptions, theatre productions, student showcases, Film & Television events, and other Visual and Performing Arts activities, as assigned. E Support departmental ticketing and box office operations, including online ticketing systems, ticket sales, and related administrative coordination, as assigned. E Coordinate with Marketing & Communications regarding event promotion, publicity materials, and related support. E Student & Office Operations Provide front-line customer service to students, faculty, guests, and visitors. Maintain organized records, filing systems, and confidential documents. Manage mail distribution, office supply inventory, and general office operations. E Additional Duties Serve as backup support within the COAS administrative team as needed. Support accreditation, assessment, and institutional initiatives as assigned. Perform related duties as assigned. E = Essential Duties Knowledge Of: Organization, policies, procedures, and operations of the College of Arts & Sciences and assigned academic departments, including Humanities and Creative and Performing Arts. Modern office practices, procedures, equipment, and administrative systems. Organizational methods, recordkeeping techniques, and the ability to manage multiple priorities and support multiple departments and facilities. Standard office software, database systems, data entry techniques, and Microsoft Office and Mac applications. Correct English usage, grammar, spelling, punctuation, and vocabulary. Effective oral and written communication, customer service, and public relations techniques. Interpersonal skills using tact, patience, courtesy, and professionalism when working with faculty, students, staff, and campus partners. Telephone techniques, professional correspondence, and office etiquette. Event planning, scheduling, coordination, and operational logistics for academic programs, performances, exhibitions, and departmental activities. Department-specific terminology, practices, and operational needs, including those associated with Visual and Performing Arts programs. Collaborative work practices and effective coordination with multiple departments and University offices. Ability To: Perform a variety of administrative and clerical duties in support of multiple academic departments. Organize, coordinate, and prioritize office activities while managing multiple tasks, deadlines, and interruptions. Operate standard office equipment, computers, and administrative software systems. Maintain accurate records, spreadsheets, databases, and confidential information. Prepare correspondence, reports, and other written materials with accuracy and attention to detail. Gather and organize information, perform basic calculations, and assist with financial tracking and reconciliation. Communicate clearly and professionally, both orally and in writing, and provide excellent customer service. Learn, interpret, and apply University policies, procedures, and regulations. Coordinate meetings, events, performances, exhibitions, and related departmental activities. Exercise independent judgment, problem-solving skills, and discretion within established guidelines. Establish and maintain effective working relationships with faculty, students, staff, and campus partners. Identify opportunities to improve administrative processes and office operations. Adapt to changing priorities and departmental needs while working independently and collaboratively. Understand and follow oral and written instructions. Minimum Qualifications: Any combination equivalent to: two years of college-level coursework and two year of administrative support experience. Preferred Qualifications: Prior experience as an administrative assistant in a non-profit, corporate, higher education, or in a performing/creative arts setting. Strong organizational and communication skills. Licenses and Other Requirements: None Physical Abilities: Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files Working Environment: Busy office environment; subject to frequent interruptions. Hiring Range $21.00-$23.00 Posting Number: Staff005732022 Open Date: 10/23/2026 Close Date: 11/08/2026 Application Procedure/Special Instructions To apply, visit https://careers.callutheran.edu/postings/13717 California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation. je-7fa378f9b56449208ae3ea5cee1d78ab