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 relationshi…