Administrative Assistant

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1.00
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 College Services Manager (CSM), the Administrative Assistant performs a variety of responsible and complex administrative and support functions to assist faculty deliver a quality academic program.

Representative Duties:

• Performs a variety of administrative and clerical support duties including filing, record-keeping, fielding telephone calls, receiving and directing visitors, word processing, filing, faxing, and processing information related to the assignment. E
• Coordinates communications between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies. E
• Prepares a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials. E
• Maintains and updates departmental calendars as needed; schedules meetings, conferences, and appointments for program personnel as needed; takes minutes according to established procedures; plans and organizes events as needed. E
• Compiles, reviews and arranges data according to standard and customized formats; proofread, copy and distribute materials according to specific instructions or established procedures and timelines. E
• Performs routine typing or data entry using a computer. E
• Performs receptionist duties; greets office visitors and provides appropriate direction; screens and directs phone calls, provides basic information, or takes messages as needed. E
• Responds to complaints, concerns, and requests for information from students, parents, staff, and the general public regarding issues, programs, policies, procedures and regulations; resolves issues and complaints with confidentiality, tact, sensitivity, and expedite referrals to appropriate responsible party for resolution with expediency. E
• Manages office supplies, equipment, and storage of program supplies. E
• Duplicates and distributes items or copies. E
• Ensures efficient general operation of office; opens and closes office. E
• Maintains and updates websites for departmental programs. E
• Establishes and maintains a variety of records, logs, and filing systems pertaining to area(s) of responsibility. E
• Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment. E
• Provides administrative support to various programs within the Department as needed. E
• Receives, sorts, and distributes mail. E
• Provides follow-up phone calls or emails to students, faculty and staff as needed. E
• Provide administrative support to multiple departments in multiple locations. E
• 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; irregular work hours—some evening and weekend hours as required by special events and productions; occasional work at off-campus venues;

Posting Number: Staff003772020
Number of Vacancies:
Desired Start Date: 08/09/2021
Position End Date:
Open Date: 07/30/2021
Close Date: 8/13/2021
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/7492

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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