Administrative Assistant

Administrative Assistant

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
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:
Under the direction of the Assistant Dean of Students and the Director of Residence Life & Student Conduct, the Administrative Assistant performs a variety of responsible and complex administrative and support functions. Residence Life and Student Conduct, is a part of Student Affairs at California Lutheran University and plays a vital role in the success of the university.

Representative Duties:

• Manages office activities for the Residence Life and Student Conduct staff including direct involvement with answering phone calls and scheduling meetings for the Assistant Dean of Students, Director of Housing Operations, Coordinators, and other staff members. E
• Works directly with the Director of Housing Operations to ensure housing management system is updated and facilitate room changes when needed. E
• Performs a variety of administrative and secretarial support duties in support of Residence Life functions including filing, record-keeping, word processing, faxing, and processing information; greets office visitors and provides appropriate direction; screens and directs phone calls; provides basic information and takes messages. E
• Uses judgment and experience in implementing University housing and student conduct policies, correctly assess University fees verifying system accuracy. E
• Sensitively communicate policies to students, parents, staff, administrators and faculty and control the release of sensitive information to authorized personnel. E
• Compiles, reviews, and arranges data; reviews documents, records, lists, tables and other materials for accuracy, completeness and conformance with applicable rules and regulations. E
• Ensures efficient general operation of office; opens and closes the office. E
• Supervise and effectively manage student staff employees ensuring proper training, task completion, and dissemination of information and office projects. E
• Performs and handles a variety of administrative office details, such as travel coordination, office supplies, equipment purchases, equipment repair, and personnel document preparation; manages and maintains various calendars; arranges and schedules a variety of meetings and appointments. E
• Coordinates communication between the Assistant Dean of Students, staff and students, the public and campus officials; coordinates communications and activities with other education institutions, vendors, and outside organizations. E
• Works with Residence Life staff to manage and analyze graduate housing data, coordinate international student arrival; works with and communicates effectively with graduate admissions staff. E
• Provides information and responds to requests for information from students, parents, staff, and faculty regarding issues, programs, policies, procedures and regulations; resolves issues and complaints with confidentiality, tact, sensitivity, and expedites referrals to appropriate responsible party for resolution; responds to requests for information from students, staff and the general public regarding University programs, policies, procedures and regulations. E
• Operates standard office equipment including a personal computer, calculator, fax machine, copier, printer, and other related peripheral equipment. E
• Types and edits a wide variety of material such as correspondence, reports, forms, memoranda and other documents as assigned by the position. Maintains a variety of records, logs and files including information of a confidential nature; maintains confidentiality of information and records; compiles information and data for reports and assist in the preparation of reports. E
• Assists with special projects as assigned.
• Performs other administrative 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, and Outlook
• 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 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 two years 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:


Working Environment:
Busy office environment; subject to frequent interruptions.

Posting Number: Staff002492022
Number of Vacancies: 1
Desired Start Date: 06/12/2023
Position End Date:
Open Date: 05/17/2023
Close Date: 5/31/2023
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/10725

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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$20.00 - $22.00