Administrative Secretary Office Provost

Overview

The Administrative Secretary provides support to the Office of the Provost, serving as the primary point of contact for visitors and callers. This role ensures smooth office operations, assists with scheduling, supports meetings, events, and special projects within the Division of Academic Affairs.

• Serve as administrative secretary for the office, greeting and assisting visitors in a courteous and professional manner.
• Answer and direct phone calls to the appropriate personnel.
• Manage reception and common areas to maintain a welcoming and organized environment.
• Facilitate communication, correspondence, reports, and memoranda for the Office of the Provost.
• Maintain a comprehensive filing system for documents and correspondence.
• Schedule appointments, manage calendars, and coordinate travel arrangements, including transportation, lodging, and itineraries for the Office of the Provost and staff.
• Schedule and coordinate interviews, including communication with candidates.
• Order and maintain supplies and arrange for equipment maintenance; process incoming and outgoing mail and packages.
• Assist with division meeting logistics, including room reservations, materials preparation, set‑up, optimization for virtual attendees, and minutes; support administrative tasks including data entry and document preparation.
• Assist with the Office of the Provost and the Division of Academic Affairs events.
• Contribute to special projects as needed.
• Presents a positive, supportive image of the Office of the Provost, the Division of Academic Affairs, California Baptist University, and Christian Higher Education.

This position could be responsible for assigning work and/or giving direction to part‑time Student Workers in order to complete office work assignments.

• Demonstrated ability and willingness to live and uphold the University’s Christ‑centered mission and values.
• 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.
• Strong interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff, and student body.
• Strong organizational skills and detail oriented.
• Excellent telephone courtesy, knowledge, and experience.
• Ability to maintain confidentiality.
• Ability to create, compose, and edit written materials.
• Ability to resolve customer complaints and concerns.
• Ability to develop and maintain record‑keeping systems and procedures.
• Ability to occasionally work evenings and weekends.

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, and 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 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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. Primarily office‑based work environment.

Bachelor’s degree from a four‑year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Previous experience in an administrative support role is highly desirable.