Office Assistant

3 weeks ago

Anaheim, United States Southern California Institute of Technology Full time
Position Summary

The Office Assistant supports the school’s operations by performing and supervising various administrative functions. This position is best suited for those who have strong communication skills, are highly organized, possess efficient multi-tasking capabilities and have exceptional work ethic.

This position is full-time and may provide opportunity for growth & development, should the need become available.

The schedule for the position is 8:00 am – 4:30, Mondays-Fridays (except holidays). Shorter hours may be considered, as well as a 30 or 60 min lunch break.

Responsibilities

The Office Assistant will be responsible for providing secretarial, clerical and administrative support in order to ensure that school services are provided in an effective and efficient manner. The Office Assistant serves as the point person for inquiries within the Administration department, to include vendors, regulatory agencies, staff and faculty.

  • Answer all incoming calls, M-F from 8:00 am – 1:00 pm and handling inquiries, both phone and in-person, per school policy.
  • Receive, respond to, and redirect calls as appropriate per school policy, ensuring adequate messaging is disseminated, when required.
  • Greet, assist and direct students, visitors and vendors to the appropriate staff personnel and/or department.
  • Track and coordinate appointment times for applicants, current students and graduates.
  • Follow up with and remind applicants and students of appointments as needed.
  • Participate in organizing and planning various school events, including the career fair and student orientation.
  • Assist and provide word-processing and secretarial support.
  • Gather, enter and/or update data in the schools information systems and various spreadsheets as appropriate.
  • Maintain files, records, folders, and distributable material for the office.
  • Perform other related tasks as requested.
Duties and Performance Objectives
  • Oversee daily front desk operations and provide direction to those performing front desk responsibilities.
  • Maintain office supply inventory and order additional supplies as needed, including but not limited to: stationary, letterheads, business cards, copy paper, and distributable documents.
  • Oversee the student materials distribution process with students, including the ordering and preparation of student materials, announcements and notifications to students, and responding to student questions or concerns about material policies.
  • Manage the storage, assignment and collection of office and facility keys.
  • Oversee proper filing systems for various offices and ensure sufficient allocation of space and resources for filing. Ensure appropriate security precautions are in place to prevent tampering or theft with sensitive documents.
  • Support and coordinate events, including; company events, graduation, career fairs, student events, etc. Work with other offices as needed and schedule the appropriate personnel to staff the events. Work with vendors to ensure a successful event outcome, including: securing the appropriate venue, ordering any appetizers/refreshments, contracting for third party services such as photography, etc.
  • Monitor cleanliness and upkeep of classrooms, educational labs, and administrative offices by maintaining daily janitorial schedules and reporting any janitorial or facilities issues. Routinely review and order sanitary and facility supplies as needed.
  • Schedule and coordinate the regular and timely monitoring, inspection, maintenance and repair of school facilities, utilities and facility systems, including: classrooms, educational labs, administrative offices, break areas, landscaping, parking lots, HVAC equipment, elevator equipment, fire alarm systems, burglary alarm systems, etc. Maintain all necessary documentation of completed inspections and ensure all required inspections/maintenance adhere to any local, state and/or federal regulatory requirements.
  • Ensure all storage facilities are properly maintained and organized.
  • Support the administrative needs of college offices and function as an additional administrative resource for any college office that may need additional staffing.
  • Perform HR related tasks as assigned, including collecting paperwork and training new employees on office procedures.
  • Keep management informed by reviewing and analyzing reports, summarizing information and identifying trends.
  • Perform other duties as assigned.
Qualifications
  • Associates degree or higher
  • At least 2 years of professional experience in a front office, administrative or customer service capacity. Strong verbal and written communication skills.
  • Exhibits professionalism, strong work ethics, honesty, integrity, courtesy and respect in all dealings with students, guests, or others with whom the school conducts business.
  • Sound judgment and reasoning skills to problem solve.
  • Ability to work well in a multicultural and collaborative environment.
  • Ability to work independently and as part of a multidisciplinary or cross-functional team.
  • High-level of personal integrity, patience, and positive attitude.
  • Familiarity and comfort working with various web based applications.
  • Detail oriented, organized and able to prioritize tasks efficiently

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