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Administrative Assistant

California Baptist University
California, United States
Salary Not Specified
Date posted
Aug 30, 2023

Posting Details

Position Information

Job Title
Administrative Assistant

Posting Number

Pay Range

The compensation for this appointment will range from $18.00 to $23.00 hourly and reflects what California Baptist University reasonably expects to pay for this staff appointment. Actual compensation may vary based on the qualifications and experience of the applicant, as well as market conditions. In addition to wages, CBU offers a robust suite of employee benefits.

Position Summary Information


To provide support to the Career Center and its staff at California Baptist University by performing the following duties.

Essential Duties and Responsibilities
  1. Serves as receptionist for the Department.
  2. Provides administrative and secretarial support to the staff of the Career Center.
  3. Manages budget for the Career Center with regards to all on-campus events (including fairs, employer presentations, employer booths etc.) and ensures payments are collected and processed accurately and timely.
  4. Manages supervisor’s calendar and independently schedules appointments.
  5. Prepares and documents requisitions and department P.O.’s for Director’s signature and appropriately disseminates to corresponding offices.
  6. Directs incoming calls and correspondence and responds independently when possible.
  7. Composes and prepares confidential correspondence, reports, and other complex documents.
  8. Receives and distributes incoming and outgoing mail in a timely manner, including emails and faxes.
  9. Maintains confidential records of keys, access codes, credit cards and issues same.
  10. Assists the Director on specific projects related to the long-term goals of the university, such as strategic planning, fiscal responsibility, and the like.
  11. Organizes and maintains filing system, file correspondence and other records.
  12. Orders and maintains supplies and arranges for equipment maintenance as needed.
  13. Assists in employer relations, communication, invoicing, and assistance as needed.
  14. Coordinates and implements Career Center events between employers and Career Center for all on campus events and presentations including coordination of all details (correspondence, layout, scheduling, and needed materials).
  15. Coordinates workshop details and aspects, including layout, schedule, advertisements, correspondence, and additional details.
  16. Manages Online Career Services Management System, including employer and student registrations for events via Handshake and tracks event payments.
  17. Creates, monitors, updates and reports on department metrics and action items for each staff meeting.
  18. Assists students, alumni, and faculty in the use of departmental resources.

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.
  • Ability to gather data, compile information, and prepare reports.
  • Strong organizational skills and detailed oriented.
  • Ability to maintain confidentiality.
  • Knowledge of standard budgeting and expenditure control procedures and documentation.  Ability to interpret, adapt, and apply guidelines and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff and student body.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to create, compose, and edit written materials.
  • Excellent telephone courtesy knowledge and experience.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Ability to resolve customer complaints and concerns.
Education and/or Experience

EDUCATION and/or EXPERIENCE : Associate’s degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to stand; walk; sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard, or other office equipment. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.

CBU EMPLOYMENT STATEMENT : Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of CBU’s at-will employment, duties, and responsibilities are subject to California Baptist University’s Employee Handbook.

UNDERSTANDING OF JOB DESCRIPTION : This job description supersedes all prior job descriptions and is intended to describe the general content and essential requirements for the position listed. It is not to be construed as an exhaustive statement of requirements, duties, and responsibilities. Management reserves the right to add or change the duties of this position as required at any time.

Posting Detail Information

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
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Reference 1
  2. Letter of Reference 2
  3. Other Document
  4. Other Document 2

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