Administrative Assistant I

Posting Details

Position Information



Job Title Administrative Assistant I Posting Number S1017P Classification Title

Position Summary Information



Summary
Under general supervision, provides administrative, project and executive support to the office of the Vice President of University Advancement. Oversees and coordinates the day-to-day activities of University Advancement, and serves as the principal point of administrative contact and liaison with internal constituencies. May provide specialist services in the areas of general business administration by performing the following duties. Essential Duties and Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
1. Serves as administrative contact and liaison with other offices, individuals, and institutions: coordinates and attends committee meetings as needed.
2. Oversees and administers the day-to-day activities of University Advancement: develops policies, procedures, and systems which ensure productive and efficient office operations.
3. Prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
4. Manages Vice President’s calendar and independently schedules appointments.
5. Answers and screens Vice President’s telephone calls and correspondence, and responds independently when possible.
6. Acts as custodian of corporate documents and records.
7. Maintains division budget and processes weekly requisitions.
8. Creates and maintains database and spreadsheet files.
9. Arranges programs, or conferences by arranging for facilites and caterer, issuing information or invitations, coordination speakers.
10. Assists the Vice President on specific projects.
11. Assists the Vice President with the maintenance of all contracts/agreements with outside vendors.
12. Organizes and maintains file system, and files correspondence and other records as appropriate.
13. Arranges and coordinates travel schedules and reservations.
14. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings if needed.
15. Prepares outgoing mail and correspondence, including e-mail and faxes.
16. Orders and maintains supplies, and arranges for equipment maintenance.
17. Maintains the offsite storage area in coordination with University Advancement staff.
18. Maintains Vice President’s filing system and notebooks specific to programs and projects.
19. Responsible for the development and updating of a weekly work plan for the Vice President. 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.
§ Ability to keep sensitive and confidential issues.
§ 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 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.
§ Ability to prioritize and schedule work assignments.
§ Strong organizational skills and detail oriented.
§ Ability to maintain confidentiality.
§ Excellent telephone courtesy, knowledge and experience.
§ Ability to coordinate and organize meetings and/or special events.
§ Knowledge of standard budgeting and expenditure control procedures and documentation.
§ Ability to make administrative/procedural decisions and judgments.
§ 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
Associate’s degree (A.A.) or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Posting Detail Information



Open Date 11/19/2021 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/6841 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