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Administrative Assistant to the Assoc. VP of Academics

California Baptist University
California, United States
Salary Not Specified
Closing date
Aug 11, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Job Details

Posting Details

Job Title Administrative Assistant to the Assoc. VP of Academics Posting Number S958P Classification Title
Provides support to the Online and Professional Studies ( OPS ) Associate Vice President of Academics ( AVP ) through completing administrative and business detail by performing the following duties. Essential Duties and Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
1. Serves as assistant to the Associate Vice President of Academics (Academics), scheduling meetings, pulling academic and faculty records, and assisting in various instructor requests.
2. Provides administrative and secretarial support to the AVP, Assistant Dean’s, and faculty.
3. Screens incoming calls and correspondence, responding independently when possible; arranges conference and video calls.
4. Manages supervisor’s calendar and independently schedules appointments.
5. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and takes meeting minutes.
6. Composes and types routine and confidential correspondence, reports, and other complex documents; prepares outgoing mail, including e-mail and faxes.
7. Makes copies of correspondence and other printed materials.
8. Creates and maintains databases and spreadsheets; creates, organizes and maintains file systems, and files correspondence and other records.
9. Makes travel arrangements for faculty and full-time faculty applicants; prepares itinerary for full-time faculty interviews.
10. Distributes, completes, and tracks Human Resources paperwork for new faculty.
11. Creates and tracks letters of agreement, salary initiation memos and instructor unit load for all adjuncts.
12. Coordinates staffing of all OPS courses and submits instructor updates to the Office of the OPS Registrar.
13. Assists the AVP on specific projects related to the long-term goals of the University, such as strategic planning, fiscal responsibility, WSCUC, etc. Supervisory Responsibilities
This position could be responsible for assigning work and/or giving direction to part-time Student Workers, in order to complete office work assignments Other Knowledge Skills and Abilities
OTHER SKILLS AND ABILITIES : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
§ Skill in the use of personal computers and related software applications.
§ Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
§ A thorough knowledge of: Business English and arithmetic; general office methods, procedures and practices.
§ Ability to plan, develop, and coordinate multiple projects.
§ Ability to read and write at a level appropriate to the duties of the position.
§ Ability to gather data, compile information, and prepare reports.
§ Strong interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff and student body.
§ Strong organizational skills and detail oriented.
§ Ability to maintain confidentiality.
§ Excellent telephone courtesy, knowledge and experience.
§ Ability to coordinate and organize meetings and/or special events.
§ Knowledge of standard budgeting and expenditure control procedures and documentation.
§ Knowledge of finance, accounting, budgeting, and cost control procedures.
§ Ability to interpret, adapt, and apply guidelines and procedures.
§ Ability to make administrative/procedural decisions and judgments.
§ Ability to create, compose, and edit written materials.
§ Ability to develop and maintain recordkeeping systems and procedures.
§ Ability to resolve customer complaints and concerns.
§ Ability to investigate and analyze information and to draw conclusions. Education and/or Experience
Bachelor’s degree from four-year college or university; or two to three years related experience and/or training; or equivalent combination of education and experience.
Open Date 06/28/2021 Remove from Web Open Until Filled Special Instructions to Applicants Nondiscrimination Statement

State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

Quick Link to Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a Christian?
    • Yes
    • No
  2. * Do you attend church regularly?
    • Yes
    • No
  3. If no, please explain (required):

    (Open Ended Question)

  4. * Are you both familiar with and not in conflict with the fundamental doctrines and practices of the California Southern Baptist Convention as stated in the Baptist Faith and Message dated June 14, 2000? (Please see above link for more information)
    • Yes (I am familiar and not in conflict)
    • No (I am in conflict or not familiar)
Applicant Documents
Required Documents Optional Documents
  1. Other Document
  2. Other Document 2
  3. Other Document 3
  4. Other Document 4

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