Administrative Assistant - Alumni and Family Relations

Administrative Assistant - Alumni and Family Relations

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:
This Administrative Assistant for Alumni Relations will directly support the Senior Director, Associate Director and Assistant Director of Alumni and Family Relations and the overall program by serving as the front-line and primary administrative support person for daily activities and major projects and events. The incumbent will schedule meetings and appointments with multiple constituents, provide support for events and projects , and constantly working to ensure the integrity of data (i.e. contact information of alumni, RSVPs, etc.).
The incumbent interacts regularly with alumni, donors, students, faculty, staff, and other constituents surrounding information that requires a high level of discretion and confidentiality.

Representative Duties:

• Serve as the front-line staff for general alumni inquiries and feedback, through email, phone, and in person, including but not limited to:

1)Updating user information in University system (addresses, email addresses, employer, etc.). E 2)Documenting alumni notes for the CLU Magazine. E
3)Providing specific answers to alumni questions and, if necessary, forward requests on to the appropriate University employee. E

• Provide support for major events and act as lead administrative support. E
• Provide administrative support for the Alumni Board and general volunteer committee meetings (i.e. collecting and preparing materials, managing attendance, collecting contact information, etc.). E
• Schedule meetings and appointments with alumni, donors, volunteers, and vendors. E
• Assist with budget administration including purchasing card reconciliation and processing requests for funds. E
• Maintain and reconcile department budgets. E
• Provide administrative support such as preparing materials, ordering supplies and food for key volunteer groups. E
• Maintain an inventory of promotional materials (giveaways) for Alumni and Family Relations programs and events. E
• Support current alumni programs, such as processing new CLU license plate requests. E
• Potential to oversee student workers, assigning them appropriate work and tracking their progress. E

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 situations
• 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:
Bachelor’s degree
Prior experience as an administrative assistant in a non-profit, corporate, higher education
Demonstrated experience managing multiple tasks at the same time.

Licenses and Other Requirements:
None

Physical Abilities:


Working Environment:
Busy office environment; subject to frequent interruptions. Some evening hours are needed.

Posting Number: Staff004832020
Number of Vacancies:
Desired Start Date: 01/03/2022
Position End Date:
Open Date: 12/01/2021
Close Date: 12/14/2021
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/8418

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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