Support Staff Position (non-exempt)
Position TitleAdministrative Assistant for Advanced Studies Graduate School of Education - CLOSED TO NEW APPLICANTS
DepartmentCounseling and Guidance and Special Education
Salary ($US) and BenefitsHiring Salary: $17.50 an hour
Basic FunctionUnder the direction of the Director of Support Services and is responsible for helping to manage the day-to-day operations of the department and assisting the Department Chairs with record keeping, program coordination and long range planning. The administrative assistant may also provide secretarial support for program directors and faculty in the department.
Representative Duties•Act as confidential secretary for the department chair performing such duties as; word processing, scheduling appointments, taking messages, routing calls, answering student and faculty questions; provide secretarial support for program directors and other faculty as directed by the department chair.
•Serve as a liaison with the dean's office, graduate enrollment services, off campus centers, and other university offices.
•Work collaboratively with other administrative assistants in the School of Education to complete tasks that involve more than one program or department.
•Manage course scheduling issues and concerns for the department
•Prepare and manage student files (both hard copy and electronic version) for all programs in the department.
•Prepare departmental correspondence; draft routine responses for department chair.
•Prepare and update program documents and other supporting material.
•Update mailing lists and databases.
•Collect all course syllabi and maintain a file for programs in the department.
•Process student petitions and other official requests.
•Compile information and oversee the production of reports.
•Make arrangements for Advanced Studies meetings and other meetings and events; prepare agenda and minutes of meetings.
•Supervise student workers and departmental assistants assigned to the department.
•Respond to all information requests from the dean on behalf of the department.
•Prepare travel reimbursement forms for submission to the Director of Support Services.
•Be familiar with rules, regulations, law and policies of the school and the university.
•Coordinate, organize and oversee the administration of the Comprehensive Examinations.
Knowledge Of-Organization, policies and rules of assigned department or academic division.
-Modern office practices, procedures and equipment.
-Correct English usage, grammar, spelling, punctuation and vocabulary.
-Oral and written communication skills.
-Interpersonal skills using tact, patience and courtesy.
-Telephone techniques and etiquette.
-Public relations techniques.
-Operation of a computer terminal, data entry techniques and specified software.
Ability To-Perform responsible secretarial and administrative assistance duties.
-Learn to interpret, apply and explain rules, regulations, policies and procedures.
-Make arithmetic calculations quickly and accurately.
-Understand and follow oral and written directions.
-Type at 60 words net per minute from clear copy.
-Determine appropriate action within clearly defined guidelines.
-Establish and maintain cooperative and effective working relationships with others.
-Meet schedules and time lines.
-Prepare reports by gathering and organizing data from a variety of sources.
-Work confidentially with discretion.
-Complete work with many interruptions.
-Operate a variety of office equipment.
-Make arrangements for meetings and conferences.
-Maintain a variety of files, records and logs.
-Prioritize and schedule work.
-Work additional hours if needed.
Education and ExperienceAny combination equivalent to: high school graduation, supplemented by additional education or specialized training. Three years of increasingly responsible office experience; experience in a similar position desired.
-Dexterity of hands and fingers to operate a computer keyboard.
-Sitting for extended periods of time.
-Hearing and speaking to exchange information in person or on the telephone.
-Seeing to read a variety of materials.
Application ProcedureEmployment application must be submitted in full, additionally, send resume with cover letter and names and phone numbers of three professional references to:
California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
Fax resume to (805) 493-3655 or
California Lutheran University is an equal opportunity employer. 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.