Publications Secretary for Lancer Media Group 30 hours/12 months

2 weeks ago

Riverside, California, United States California Baptist University Full time

Position Summary Information

Summary Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties. Essential Duties and Responsibilities Other duties may be assigned. Reports to the publications director for management of the publication's operations. Assists in meeting the various students' needs. Organizes and maintains file system and files correspondence and other records. Coordinates and arranges meetings, prepares agendas, reserves facilities, and schedules catering. Participates in the publication's annual budget preparations. Orders and maintains supplies and arranges for equipment maintenance. Tracks program monthly spending and maintains monthly budget spreadsheet, submitting to the department chair for review. Maintains financial records: requisitions for checks and cash advances, student payments (for travel expenses, events, etc.), reimbursements, credit card statements, and reconciliation of cash advances. Liaises with third-party vendors as needed. Provides general oversight for publications student workers, coordinating student worker time with faculty and publication needs. Coordinates publications travel for conferences, collecting travel documents, releases, and payments from students, booking airfares with the university travel agent, hotel accommodations, meal stipends, etc. Coordinates pre-trip meetings and agendas, briefing students on travel itineraries. Completes Student Worker Authorizations or new hire packets for students on the publications staff who receive a stipend for their work, scanning these documents and sending to the publications director and bringing hard copies to the department chair for final approval. Manages an up-to-date live budget spreadsheet, accessible to the publications director and department chair, reflecting these expenditures. Coordinates the monthly time log spreadsheet for students and manages the master publication staff roster with up-to-date information (i.e., student ID numbers, positions on staff, permanent addresses, contact information, etc.), updating their personnel files. Handle the advertising accounts for the campus publications, work with the advertising manager to maintain the advertising schedule, secure advertising vendors, and invoice vendors for advertising placed in the publications. Schedules publications events (guest speakers, promotional events, publication distribution events, workshops, meetings, banquets, etc.) with the Office of Conferences & Events in a timely manner. Liaises with other departments on campus and distributes materials as requested (i.e. publication photos, videos or PDFs for Marketing & Communication, publications, archived photos for departments and offices). Schedule and manage photography with university colleges, schools, departments, and athletics for campus publications as needed. Organize the program schedule of publication dates, meetings, travel, and events. Sends out information about the publications to prospective students (i.e., email blasts, scholarship and publication staff applications). In conjunction with department efforts, Maintains a database of recruiting efforts with prospective students (i.e., inquiries, applicants, accepted, enrolled). Assists with the coordination of meetings, events, and digital updates for the Public Relations Student Society of America and Lancer Public Relations. Supervisory Responsibilities This position could be responsible for assigning work and/or giving direction to part-time student workers, in order to complete office and publication work assignments. Other Knowledge Skills and Abilities Skill in the use of personal computers and related software applications including Microsoft Office, Word, Excel and PowerPoint. Familiarity with web-based clients like Canva and Wordpress a plus. A thorough knowledge of: Business English and arithmetic; general office methods, procedures and practices; filing. Ability to read and write at a level appropriate to the duties of the position. Strong organizational skills and detail-oriented. Ability to relate positively and effectively with a diverse faculty, staff and student body. Ability to plan, develop and coordinate multiple projects. Knowledge of standard budgeting, and expenditure control procedures and documentation. Ability to make administrative/procedural decisions and judgments. Ability to develop and maintain record keeping systems and procedures. Ability to resolve customer complaints and concerns. Ability to investigate and analyze information and to draw conclusions. Education and/or Experience Associate's degree (A.A.) or equivalent from two-year college or technical school; and/or one to two years' related experience and/or training; or equivalent combination of education and experience.

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