Human Resources

Position Title

Administrative Assistant - CLOSED TO NEW APPLICANTS AS OF 3/11/13 @5PM

Department

University Advancement - Development

Salary ($US) and Benefits

Hiring Range: $14.23 - $16.00

Basic Function

Under the direction of the Director of Development, perform a broad range of primary secretarial and administrative assistance responsibilities for the advancement efforts of the Graduate School of Education and School of Management.

Representative Duties

• Perform secretarial and administrative support duties to relieve the Director of routine detail. E
• Organize, coordinate and oversee office activities; train and provide work direction to student worker. E
• Format, type and edit a variety of complex material from dictation, rough draft or notes including calendars, letters, memoranda, agendas, minutes of meetings, requisitions, etc. E
• Prepare and assemble materials for Dean’s Executive Board and Board of Counselor meetings, including the drafting of agendas, meeting notices, and various reports; attend Board and committee meetings and record minutes of meetings. E
• Arrange and schedule a variety of meetings and appointments; maintain calendars, make reservations and travel arrangements and complete expense reimbursements forms. E
• Establish and coordinate regular and special activities, events and meetings and arrange for auxiliary services, i.e., meeting rooms, refreshments, and accommodations for out-of-town members. E
• Assist in the development and preparation of reports, meeting materials and other documents as requested. E
• Assemble, organize and prepare data for records and reports; maintain a variety of logs, files and records. E
• Monitor progress of assigned projects; maintain record-keeping systems and develop schedules. E
• Compose correspondence, board minutes and written materials independently. E
• Monitor budget reports; review financial documents, records, lists, tables and other materials for accuracy, completeness and conformance with applicable rules and regulations. E
• Prepare materials for Graduate School of Education and School of Management newsletters, social media and other communications. E
• Assist with website editing and maintenance. E
• Acknowledge donations with written correspondence, phone calls, and receipt letters. E
• Analyze data and make recommendations, as appropriate. E
• Represent the Advancement Office at functions, meetings and events. E
• Work independently with little direction; plan and organize work. E
• Order and maintain inventory of office materials and supplies. E
• Perform related duties as assigned.

Knowledge Of

Modern office practices, procedures, equipment, and financial record-keeping techniques.
Interpersonal skills using tact, patience and courtesy;
Organizational skills and oral/written communication skills;
Computer proficiency with MS Office (Word, Excel, Powerpoint, Outlook), web maintenance;
Correct English usage, grammar, spelling, punctuation and vocabulary.
Multi-line phone systems and telephone techniques and etiquette;
Principles of training and providing work direction;
Basic budgeting practices regarding monitoring and control.

Ability To

Operate office equipment including computers and supporting word processing, spreadsheet, publishing and database applications;
Type, keyboard and/or enter data;
Plan and organize work to meet changing priorities and deadlines;
Communicate clearly and concisely, both orally and in writing;
Answer telephone and greet the public courteously; relay messages; screen and route calls and visitors;
Establish and maintain cooperative and effective working relationships with others;
Interact with a wide range of diversified internal and external constituents;
Compose correspondence and written materials independently;
Organize, coordinate and oversee office activities;
Work independently with little direction;
Be adaptable and flexible, as appropriate

Education and Experience

Any combination equivalent to: two years college-level course work in business office technology or related field, and two years of responsible clerical experience involving public contact and use of a computer and office applications to enter and retrieve information.

Environment

ENVIRONMENT:
Office Environment

PHYSICAL ABILITIES:
Seeing to read a variety of materials
Dexterity of hands and fingers to operate a computer keyboard
Hearing and speaking to exchange information and make presentations
Sitting or standing for extended periods of time
Bending and reaching to store and/or retrieve files

Application Procedure

Completed Application Packet includes:

• Application
• Cover letter outlining your qualifications for this particular job
• Resume

Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to jobs@callutheran.edu, or mail to:

California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360