Administrative Assistant - Facilities

Administrative Assistant - Facilities

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
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 Associate Vice President of Facility Operations and Planning and the Director of Facilities, performs a broad range of secretarial and administrative support functions. Provides administrative support to include (but not limited to): coordinating and overseeing various office functions; managing calendar and scheduling; preparing correspondences, materials, and travel arrangements; and communicating and coordinating with other personnel on campus. The Administrative Assistant should anticipate the needs of the Associate Vice President and the Director of Facilities to ensure optimal workflow and scheduling. The Administrative Assistant must exercise sound independent judgment in bringing information and issues to the direct attention of the Associate Vice President and provide direct assistance or refer matters to others when appropriate.

Representative Duties:

• Coordinates and monitors office activities, which includes (but is not limited to): coordinating and directing work of student assistants and others as required and serving as back up to work control desk. E
• Enters data into records database and maintains department personnel, vehicle, cart, and DMV renewal records. E
• Coordinates communications with various groups such as University staff, students or community groups, and responds to questions/inquiries requiring knowledge and interpretation of policies, which includes (but is not limited to): screening and routing calls; relaying messages; routing visitors; and providing information to staff, students and the public regarding Facilities Department’s activities. E
• Coordinates schedules and maintains calendars to: arrange and schedule a variety of meetings and appointments; schedule reservations and travel arrangements; establish and maintain regular and special schedules. E
• Attends meetings on behalf of the Associate Vice President and Director of Facilities as assigned. E
• Routes incoming mail; answers telephones; relays messages; and screens and routes calls and visitors. E
• Monitors progress of assigned projects. E
• Handles purchasing and requisition processing, to include: reconciling invoices with statements; contacting vendors to resolve discrepancies; preparing Request for Payment forms and forwarding to the Business Office to insure prompt payment; and serving as a primary interface with the University Business Office. E
• Prepares documents by formatting, typing and editing a variety of complex material from dictation, rough draft or notes including calendars, letters, memoranda, agenda, minutes of meetings, reports, contracts requisitions and other materials. E
• Maintains a variety of logs, files and records, including and tracking utility expenses and departmental budgets. E
• Schedules and tracks departmental responsibilities such as employee performance reviews, vendor contracts, contract renewal dates and other “time critical” events. E
• Orders and maintains inventory of office supplies. E
• Assists in budget development process and administration. E
• Reviews and proofs documents as needed. E
• Administers departmental petty cash, employee time sheets and employee uniform service. E
• Performs related duties as requested.

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 situation
• 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.

Posting Number: Staff001572022
Number of Vacancies: 1
Desired Start Date: 10/03/2022
Position End Date:
Open Date: 09/28/2022
Close Date: 10/12/2022
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/9875

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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