Administrative Assistant, Student Success Pipeline

Under general supervision, the Administrative Assistant provides high-level administrative support to the Directors of the Office of Student Success, Bruin Scholars Program, and PACE Scholarship Program. The position plays a critical role in ensuring smooth operations across the Student Success Pipeline (PACE, Bridge, and Bruin Scholars Programs) by managing budgets, coordinating purchasing and events, and maintaining calendars. As a member of the Student Success Pipeline teams, the Administrative Assistant will benefit from a collaborative and supportive environment.

We seek a detail-oriented and organized professional committed to student success and capable of managing multiple priorities in a fast-paced setting.

This is an on-campus/in-person position.

• Monitor and track budgets for the Office for Student Success, Bruin Scholars, and PACE departments.
• Prepare monthly budget reports and assist with reconciliation processes.
• Process fiscal paperwork including requisitions, purchase orders, reimbursements, and purchasing card statements.

• Assist with purchasing supplies, equipment, and services for all Student Success Pipeline programs.
• Coordinate logistics for office-wide events, including all-staff meetings, retreats, and celebrations.
• Reserve meeting spaces and manage event-related communications and materials.

• Maintain calendars for the three Directors, including scheduling meetings and anticipating key deadlines.
• Provide general administrative support including filing, scanning, emailing, and organizing departmental documents.
• Perform receptionist duties as needed, including greeting guests and responding to inquiries.
• Support cross-departmental initiatives and projects as directed.
• Assist with onboarding new staff and coordinating access to systems and resources.
• Other duties as assigned.

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Ability to manage multiple priorities and work independently.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time administrative or secretarial experience.