Administrative Assistant - Entry Level (Remote)

Jobsultant Solutions; Los Angeles (CA); Remote; USD 40,000 - 55,000; Full time

Benefits offered by this job

Diversity and inclusion initiatives

Flexible working hours

Job summary

A company focused on administrative support seeks an entry-level Administrative Assistant to serve as the first point of contact for the Department of Political Science. This remote position involves responding to inquiries, maintaining office supplies, and assisting faculty. Ideal candidates should have experience in office management and a commitment to diversity and equity. Proficiency in Microsoft Office is preferred. This role offers a chance to contribute to an inclusive workplace.

Qualifications

• At least two years of experience in office management or administration.
• Experience working with diverse backgrounds.
• Knowledge of general office equipment.

Responsibilities

• Respond to departmental inquiries and assist students.
• Order supplies and administer purchase orders.
• Assist in booking meetings and events.

Skills

Customer service excellence

Ability to follow written and oral instructions

Communication skills

Discretion in handling confidential information

Ability to work independently

Education

Associate's degree or higher in business or public administration

Tools

Microsoft Office Suite

Outlook

Job description

Administrative Assistant - Entry Level (Remote)

About the job Administrative Assistant - Entry Level (Remote)

Position Summary: Members of underrepresented groups, minorities, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

This position serves as the first point of contact for Department of Political Science. This position responds and directs inquiries, maintains office processes and assists the Department Chairperson and faculty with various academic responsibilities and services to students.

12 month, AFSCME unit position.

Tour of Duty:

Monday through Friday, 9:00 am to 5:00 pm

Saturday and Sunday as days off.

COVID-19 Vaccination Requirement: This position must comply with the University Covid-19 Attestation requirement. All employees must be fully vaccinated and complete the Covid-19 Attestation upon hire. Medical or Religious Exemptions: An employee may request an exemption to the vaccination requirement based on the existence of medical contraindication to vaccination. In addition, an employee may request an exemption to the vaccination requirement based on a sincere religious belief. In both cases, an employee will be required to submit documentation to support the request for an exemption. Employees who secure an exemption may be required to take additional precautions in the workplace and will be required to participate in weekly COVID-19 testing through the university's Wellness Center.

Position Type: AFSCME Classified.

Essential Duties:

• Receive, direct or respond to departmental inquiries, provide information and direction, and assist all students with their questions. Maintain positive student interactions: greet, disseminate information, and answer questions for courses and equivalencies and field questions to assist in advising current and transfer students.
• Maintain office supplies by checking inventory and ordering items for all department team members. Administer and monitor the department blanket purchase orders for office supplies, stationery needs, and hospitality events for the department.
• Assist Faculty and Staff with bookings as needed (meetings, weekly seminar, and special events) through Conference and Events; assist with advertising and support for departmental activities.
• Mailbox distribution, posting of pertinent information for students, faculty and staff; monitor department activities to ensure effective communication and office efficiency. Maintain record of telephone extensions and room numbers for all departmental members.
• Maintain copy machines and printers to support faculty and staff with daily needs. Communicate office equipment malfunctions to full and part time faculty and staff. Pick up copies from the University Copy Center as needed.
• Communicate emergencies and general building, office, or teaching space repairs needed to appropriate vendors. Inform and update full and part time faculty and staff of issues as needed. Submit and follow up on maintenance work orders for offices and teaching space when needed.

Required Qualifications:

We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below. I. An Associates or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. II. An Associates or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

• Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Passion for and commitment to social justice, racial justice, and civic engagement.
• Knowledge of the types and uses of general office equipment.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to deal tactfully with others and to exercise discretion in handling confidential information.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to maintain accurate records and prepare general reports.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to understand, explain and apply the rules, regulations, policies, procedures, specifications, standards and guidelines governing departmental activities.
• Ability to assemble items of information in accordance with established procedures.
• Ability to follow written and oral instructions; good written/oral communication skills.
• Ability to work independently.
• Ability to exercise discretion in handling confidential information.
• Ability to deal tactfully with others; ability to work effectively in a team environment.

Preferred Qualifications:

• Working knowledge of the Microsoft Office Suite (Word, Excel, Access, PowerPoint, and Publisher) strongly desired.
• Working knowledge of Outlook.
• Experience working in a customer service driven environment.
• Knowledge of or interest in political processes and/or social sciences

Equal Opportunities:

Optimere is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Optimere does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender identity, sexual orientation, disability, age or any other basis protected by applicable.

PLEASE NOTE: Optimere is unable to sponsor visas at this time. You must be a US Citizen or Permanent Resident authorized to work in the US.