Administrative Assistant to the Dean of Students

6 months ago

Riverside, United States California Baptist University Full time

Position Summary Information

Summary Assists the Dean of Students in the administration of the Community Life Office; supervises the Receptionist for the Office; completes compiles and maintains administrative work of the Office by performing the following duties. Essential Duties and Responsibilities Other duties may be assigned. Provide administrative support to the Dean of Students. Directly manage, train, and supervise the Receptionist for the Community Life Office. Manage the Dean’s calendar, and independently schedules appointments. Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities, and records and transcribe minutes of meetings as needed. Compose and prepare confidential correspondence, reports, and other complex documents. Screen incoming calls and correspondence and respond independently when possible. Prepare, process, and maintain record of department requisitions and purchase orders. Create and maintain various database and spreadsheet files. Manage the functionality and presentation of the Community Life Office including but not limited to maintenance and ordering of sufficient office supplies, submission of facility work orders, submission of key and ID card requests, management of office computers and equipment, organization of supplies and storage, monitoring and maintenance of the Community Life mailboxes. Provide assistance with the planning and implementation of special events including, but not limited to, New Student Orientation, and Welcome Weekend. Oversee the recruitment, training, supervision, and scheduling of student workers who serve in the Office. Assist with identifying and meeting student needs as appropriate. Coordinate hospitality services for visiting performers, guests, and visitors. Evaluate Office processes, implement appropriate modifications, and develop and implements new administrative systems. Present a positive supportive image of the Office, California Baptist University, and Christian Higher education. Performs other duties that are specific to the Community Life Office. Supervisory Responsibilities This position is responsible for assigning work and/or giving direction to University personnel and part-time Student Workers, in order to complete office work assignments. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems. Other Knowledge Skills and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. A growing and dynamic Christian faith, which is naturally communicated in words and actions Knowledge of the University’s mission, purpose, and goals. Skill in the use of personal computers and related software applications. A thorough knowledge of: Business English and arithmetic; general office methods, procedures, and practices. Ability to plan, develop, and coordinate multiple projects. Ability to read and write at a level appropriate to the duties of the position. Ability to use independent judgment and to manage and impart confidential information. Ability to gather data, compile information, and prepare reports. Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff, and student body. Strong organizational skills and detailed oriented. Excellent telephone courtesy knowledge and experience. Knowledge of standard budgeting, and expenditure control procedures and documentation. Ability to make administrative/procedural decisions and judgements. Ability to interpret, adapt, and apply guidelines and procedures. Ability to coordinate and organize meetings and/or special events. Ability to create, compose, and edit written materials. Ability to develop and maintain record keeping systems and procedures. Ability to resolve customer complaints and concerns.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to stand; walk; sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience Bachelor’s degree from four-year college or university; or two to three years experience and/or training; or equivalent combination of education and experience.

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