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Administrative Assistant for the Provost Office

California Baptist University
California, United States
Salary Not Specified
Posted date
Aug 20, 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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Posting Details

Job Title Administrative Assistant for the Provost Office Posting Number S990P Classification Title
Perform a variety of duties in support of various areas within the Office of the Provost, including but not limited to administration, accreditation, curriculum, and academic engagement. Provides general information and assistance for all walk-ins, incoming phone calls and incoming mail by performing the following duties. Essential Duties and Responsibilities
Other duties may be assigned.
1. Serve as receptionist for Academic Affairs by greeting visitors to the office and providing information and materials.
2. Present a positive and supportive image of California Baptist University.
3. Provide secretarial and general administrative support by preparing correspondence, reports, and memoranda.
4. Answer general questions regarding the Provost’s Office
5. Prepares outgoing mail and correspondence, including e-mail and faxes.
6. Make copies of correspondence or other printed materials.
7. Orders and maintains supplies, and arranges for equipment maintenance.
8. Maintains clean and orderly facilities for supplies, utilities, and general office organization
9. Process and distributes incoming mail for the Department.
10. Composes general correspondence in support of administrative faculty and directors within the Office of the Provost.
11. Organizes and maintains file system, and files correspondence and other records.
12. Maintains confidential records of keys, access codes, credit cards and issues same.
13. Answers and screens Department’s telephone calls.
14. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records.
15. Manages Provost’s Office calendar and independently schedules appointment.
16. Manages People Admin workflow for adjunct and contracted faculty candidates from the point of hire to allow for a smooth transition of paperwork to Human Resources.
17. Prepare and document requisitions and department P.O.’s for the Director of Academic Operations, forward to Accounting.
18. Provides confirmation of approval of employment for adjuncts and teaching assistants.
19. Assists with processing and tracking study abroad paperwork.
Downloads travel information for classes traveling abroad into emergency phone for ready access for communication response team. 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
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.
 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.
 Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff and student body.
 Strong organizational skills and detailed oriented.
 Excellent telephone courtesy knowledge and experience.
 Ability to create, compose, and edit written materials.
 Ability to resolve customer complaints and concerns.
 Ability to develop and maintain recordkeeping systems and procedures. Education and/or Experience
High school diploma or general education degree ( GED ); or one to three months’ related experience and/or training; or equivalent combination of education and experience.
Open Date 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. Resume
  2. Cover Letter
  3. Letter of Reference 1
  4. Letter of Reference 2
  5. Other Document
  6. Other Document 2
  7. Unofficial Transcript
  8. Unofficial Transcript 2

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