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LFCE Administrative Assistant II

University of La Verne
California, United States
Salary Not specified
Closing date
Aug 20, 2021

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

University of La Verne

LFCE Administrative Assistant II

Job Description Summary:
This position provides administrative support to LFCE Program Chairs, faculty, adjuncts and the LFCE faculty coordinator; responsible for the daily operations of the front office, including communicating program information and policies and procedures to prospective and current students, faculty and staff; processes contracts, payments and other forms as necessary.

The University of La Verne is a private not-for-profit university founded in 1891 located in La Verne, California. The core values that we live by are Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community and Civic Engagement.

If you're passionate about these values, join us at the University of La Verne!

Specific Duties:
  • Provide accurate and consistent information, policies and procedures to students, faculty and staff regarding LFCE degree and credential programs, in person, by phone and by email; help address preliminary program queries, as requested by Program Chairs.
  • Initiate and process payments, contracts, purchase orders, class overrides, room assignments, textbook orders, expense reports, catering orders, graphics requisitions, office supply orders and other forms as needed.
  • Provide administrative support for LFCE faculty coordinator, Program Chairs, faculty and adjuncts, including coordinating and scheduling calendars, meetings, appointments, interviews, class schedules, classroom assignments, facility requests, travel and conference arrangements, expense reports and technology needs.
  • Create, update and maintain records and files related to LFCE students, prospective students, alumni, and general office records.
  • Hire, train, and supervise student workers to support LFCE daily operations and/or any temporary associates as needed.
  • Serve as liaison with university academic and administrative departments to enure office efficiency and to problem-solving skills.
  • Monitor college website for accuracy and currency of information; update Business Manager on a regular basis.
  • Work efficiently to meet college and university deadlines and timelines.
  • Assist Program Chairs and Coordinators with special event preparation and execution including creating and maintaining accurate email lists, securing space on and off campus, developing and sending/emailing fliers
  • Track credit card expense/reconciliations, reimbursements, and budget expenses for LFCE programs.
  • Order office supplies, maintain college contracts with outside vendors
  • Create, maintain, and manage email distribution lists and various spreadsheets using Microsoft Excel
  • Sort and prepare incoming/outgoing mail and other duties as assigned
  • Accurately review academic records, data entry into Banner system
  • Work collaboratively with faculty, staff, student workers, in providing LFCE administrative support. Attend staff meetings, trainings, and professional development as needed. Cross-train with various staff as needed to increase cross functionality. Provide front desk reception coverage as needed. Create and work towards assigned professional goals developed by LFCE Business Manager and/or direct supervisor.

Minimum Qualifications:
  • Associate degree (AA or AS)
  • 2 years administrative experience working in a service-oriented environment, preferably in higher education to include data entry, filing, scanning, etc.
  • 2 years experience of providing office/clerical support with ability to handle high volume phone calls
  • 2 years experience in providing exceptional customer service skills/support
  • 2 years experience in working with Microsoft Office (Word, Excel, Powerpoint, etc.)
  • 2 years experience in processing reimbursements, purchase orders, budget expenses, and/or contracts
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and ability to maintain confidentiality at all times of LFCE information, data, and records.
  • Knowledge of principles and processes for providing support to students, faculty and staff; ability to multi-task
  • Time management and organizational skills; detail oriented skills
  • Critical thinking skills, including using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Ability to perform day-to-day administrative tasks such as communicating information and processing paperwork; ability to meet deadlines
  • Exceptional customer service skills and strong communication skills; written/verbal

Preferred Qualifications:
  • Knowledge and skill in using Banner to retrieve student records, process overrides, and look up information
  • Knowledge and skilled in using advanced Office Suite functions (Word, Excel, PowerPoint, Outlook, etc.)

Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link:

Institutional Profile
Located in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.

The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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