Executive Assistant​/Administrative Assistant-Temporary Pooled Position

Executive Assistant/Administrative Assistant - Temporary Pooled Position

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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 Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students from diverse backgrounds. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates who are dedicated to and successful 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.

Position Category: Temporary
FLSA: Non‑exempt
Location: Thousand Oaks

Basic Function
The incumbent performs a broad range of sensitive, technical, and confidential administrative and support functions.

Representative Duties

• Maintain files; control the release of sensitive information to authorized personnel.
• Initiate payment requests, reimbursements and maintain records for the different accounts.
• Coordinate arrangements, programs and publicise speakers’ events.
• Perform as administrative assistant to the executives/managers for a variety of clerical and administrative duties.
• Coordinate communications and meetings and respond to questions requiring knowledge and interpretation of policies.
• Arrange and schedule a variety of meetings and appointments; maintain calendars, make reservations and travel arrangements; establish and maintain regular and special schedules of the work unit; attend meetings on behalf of the executives/managers.
• Route incoming mail; answer telephones; relay messages; screen and route calls and visitors; provide information to staff, students and the public regarding programmes.
• Coordinate specific activities and events as assigned.
• Operate a variety of office equipment, such as computers and related software, printers, calculators and copy machines.
• Order and maintain inventory of equipment, materials and supplies; assist in budget development process; review documents, records, lists, tables and other materials for accuracy, completeness and conformance with applicable rules and regulations.
• Assist in the development and preparation of reports, meeting materials and other documents as requested.
• Maintain current knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programmes and services to assure compliance.
• Perform related duties as assigned.

Knowledge Of

• Modern office practices, procedures, and equipment.
• Record‑keeping, filing and information organising techniques.
• Interpersonal skills using tact, patience and courtesy.
• Word processing, spreadsheet, database, presentation and other relevant software applications, including Microsoft Word, Excel, PowerPoint, Google Docs, Google Chat and Outlook;
  Blackboard experience is a plus.
• 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, organise 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 organising data from a variety of sources.
• Work independently with minimal direct supervision.
• Work confidentially with discretion.
• Meet schedules and deadlines by prioritising 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…