Administrative Assistant

Administrative Assistant
- Performing Arts & Humanities

Position Title
- Administrative Assistant
- Performing Arts & Humanities

Position Category
- Staff (Non-Exempt)

FLSA
- Non-exempt

FTE
- 1.0

Location
- Thousand Oaks

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 beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success 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.

Basic Function
- Under the direction of the College Services Manager (CSM), the Administrative Assistant performs a variety of responsible administrative and support functions to assist faculty in delivering quality academic programs. The position provides administrative support to academic departments within the Humanities and Creative and Performing Arts divisions of the College of Arts & Sciences. Specific departmental assignments and responsibilities may vary based on the operational needs and priorities of the College.

Representative Duties
- Faculty & Department SupportProvide administrative support to assigned academic departments, including Humanities, Visual Arts, Theatre & Dance, and Film & Television faculty and department chairs. ECoordinate faculty communications, scheduling requests, and departmental operations. EMaintain faculty directories, office hours, syllabi collection, adjunct schedules, and departmental records. EMaintain departmental academic records and assist with student-related administrative processes, including scholarship applications, internships, and program records, as assigned. EOrganize adjunct office spaces and support onboarding of new faculty and lecturers. EAs needed, support department meetings and divisional meetings through scheduling, agendas, minutes, and logistics. EBudget, Purchasing & Financial SupportProcess purchase requisitions, requests for payment (RFPs), reimbursements, contracts, and purchasing documentation. EAs needed, track department budgets and expenditures and assist chairs with budget monitoring. EComplete bi-monthly reconciliations and maintain organized financial records.

Coordinate with vendors and follow up on invoices, payments, and purchase orders.

Maintain supply inventories and coordinate office and instructional supply orders. EBuilding & Facilities SupportServe as an administrative support contact for assigned departmental facilities, which may include: William Rolland Art Center (WRAC)Soiland Humanities BuildingFilm spaces withinSBETBlack Box TheatrePreus-Brandt ForumBuilding & Facilities Responsibilities Include: Submit and track facilities requests, maintenance issues, and work orders.

Coordinate room reservations and event scheduling. EAssist with office moves, key requests, signage, and directory updates. ECoordinate with Facilities,ITS, Media Services, and Campus Safety as needed. EMonitor shared equipment, printers, and operational readiness of supported spaces. EVisual & Performing Arts, Events, Exhibitions & PerformancesProvide specialized administrative support for departmental academic and co-curricular activities, including performances, rehearsals, exhibitions, student showcases, auditions, tours, and other program-specific activities, as assigned. ESupport planning and coordination of performances, screenings, exhibitions, receptions, lectures, and special events. ECoordinate event logistics, including room scheduling, setup requests, hospitality, signage, and communications. EAssist with gallery exhibitions and receptions, theatre productions, student showcases, Film & Television events, and other Visual and Performing Arts activities, as assigned. ESupport departmental ticketing and box office operations, including online ticketing systems, ticket sales, and related administrative coordination, as assigned. ECoordinate with Marketing & Communications regarding event promotion, publicity materials, and related support. EStudent & Office OperationsProvide front-line customer service to students, faculty, guests, and visitors.

Maintain organized records, filing systems, and confidential documents.

Manage mail distribution, office supply inventory, and general office operations. EAdditional DutiesServe as backup support within theCOASadministrative team as needed.

Support accreditation, assessment, and in