Executive Assistant/Administrative Assistant-Temporary Pooled Position

Position Category: Temporary

FLSA: Non-exempt

Location: Thousand Oaks

University Background

The mission of California Lutheran 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

The incumbent performs a broad range of sensitive, technical, and confidential administrative and support functions.

Representative Duties

Maintain files; control the release of sensitive information to authorized personnel. E
Initiate payment requests, reimbursements and maintain records for the different accounts. E
Coordinate arrangements, programs and publicize speakers' events. E
Perform as administrative assistant to the executives/managers for a variety of clerical and administrative duties. E
Coordinate communications and meetings and respond to questions requiring knowledge and interpretation of policies. E
Arrange and schedule a variety of meetings and appointments; maintain calendars, make reservations and travel arrangements; establish and maintain regular and special schedules of the work unit; attend meetings on behalf of the executives/managers. E
Route incoming mail; answer telephones; relay messages; screen and route calls and visitors; provide information to staff, students and the public regarding programs. E
Coordinate specific activities and events as assigned. E
Operate a variety of office equipment, such as computers and related software, printers, calculators and copy machines. E
Order and maintain inventory of equipment, materials and supplies; assist in budget development process; review documents, records, lists, tables and other materials for accuracy, completeness and conformance with applicable rules and regulations. E
Assist in the development and preparation of reports, meeting materials and other documents as requested. E
Maintain current knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs and services to assure compliance. E
Perform related duties as assigned.

E=Essential Duties

Knowledge Of

Modern office practices, procedures, and equipment
Record-keeping, filing, and information organizing techniques
Interpersonal skills using tact, patience and courtesy
Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, Google Docs, Google Chat and Outlook, Blackboard experience is a plus.
Correct English usage, grammar, spelling, punctuation and vocabulary
Public relations and customer service techniques
Basic event planning

Ability To

Perform administrative support and clerical duties
Operate a computer terminal to enter data, maintain records and conduct word processing
Coordinate, organize, and oversee office activities
Type, keyboard, and/or enter data at a speed necessary for successful job performance
Maintain spreadsheets and files with minimal errors
Compose correspondence and written materials
Prepare reports by gathering and organizing data from a variety of sources
Work independently with minimal direct supervision.
Work confidentially with discretion
Meet schedules and deadlines by prioritizing work
Make arithmetic calculations quickly and accurately
Communicate clearly and concisely, both orally and in writing
Learn policies, procedures and regulations and apply to specific situations
Answer telephone and greet the public courteously
Determine appropriate action within clearly defined guidelines
Schedule and coordinate meetings, conferences and appointments
Relay messages, and screen and route calls and visitors
Establish and maintain cooperative and effective working relationships with others
Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations
Work effectively with frequent interruptions
Understand and follow oral and written directions

Minimum Qualifications

Any combination equivalent to: two years of college-level coursework and one year of administrative support experience.

Preferred Qualifications

Prior experience as an administrative assistant in a non-profit, corporate, higher education

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 Commensurate with experience

Posting Number: Staff004522020

Open Date: 10/15/2021

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