Executive Assistant/Administrative Assistant-Temporary Pooled
Position
Position Category: Temporary
FLSA: Non-exempt
FTE:
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
Close Date:
Application Procedure/Special Instructions
To apply, visit https://careers.callutheran.edu/postings/8147
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.
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