Administrative Assistant to the Dean of Students

Posting Details

Position Information



Job Title Administrative Assistant to the Dean of Students Posting Number S1159P Classification Title

Position Summary Information



Summary
Assists the Dean of Students in the administration of the Community Life Office; supervises the Receptionist for the Office; completes compiles and maintains administrative work of the Office by performing the following duties. Essential Duties and Responsibilities
Other duties may be assigned.

1. Provide administrative support to the Dean of Students.
2. Directly manage, train, and supervise the Receptionist for the Community Life Office.
3. Manage the Dean’s calendar, and independently schedules appointments.
4. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings as needed.
5. Compose and prepare confidential correspondence, reports, and other complex documents.
6. Screen incoming calls and correspondence and respond independently when possible.
7. Prepare, process, and maintain records of department requisitions and purchase orders.
8. Create and maintain various database and spreadsheet files.
9. Manage the functionality and presentation of the Community Life Office including but not limited to maintenance and ordering of sufficient office supplies, submission of facility work orders, submission of key and ID card requests, management of office computers and equipment, organization of supplies and storage, monitoring and maintenance of the Community Life mailboxes.
10. Provide assistance with the planning and implementation of special events including, but not limited to, New Student Orientation, and Welcome Weekend.
11. Oversee the recruitment, training, supervision, and scheduling of student workers who serve in the Office.
12. Assist with identifying and meeting student needs as appropriate.
13. Coordinate hospitality services for visiting performers, guests, and visitors.
14. Evaluate Office processes, implement appropriate modifications, and develop and implements new administrative systems.
15. Present a positive supportive image of the Office, California Baptist University, and Christian Higher education.
16. Performs other duties that are specific to the Community Life Office.

Supervisory Responsibilities
This position is responsible for assigning work and/or giving direction to University personnel and part-time Student Workers, in order to complete office work assignments. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems. 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.

• A growing and dynamic Christian faith, which is naturally communicated in words and actions
• Knowledge of the University’s mission, purpose, and goals.
• Skill in the use of personal computers and related software applications.
• 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 use independent judgment and to manage and impart confidential information.
• 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 detailed oriented.
• Excellent telephone courtesy knowledge and experience.
• Knowledge of standard budgeting, and expenditure control procedures and documentation.
• Ability to make administrative/procedural decisions and judgments.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Ability to coordinate and organize meetings and/or special events.
• Ability to create, compose, and edit written materials.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to resolve customer complaints and concerns.

Education and/or Experience
Bachelor’s degree from four-year college or university; or two to three years experience and/or training; or equivalent combination of education and experience.

Posting Detail Information



Open Date 09/09/2022 Remove from Web Open Until Filled Yes 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 https://jobs.calbaptist.edu/postings/7430 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. Letter of Reference 3