Administrative Assistant - Performing Arts

California Lutheran University; Thousand Oaks (CA); On-site; USD 29,000 - 32,000; Full time

Job summary

California Lutheran University seeks an Administrative Assistant to support the Humanities and Visual/Performing Arts departments. The role includes handling communications, scheduling, records, and office operations to ensure smooth academic program delivery.

Reporting to the College Services Manager, you will assist with events, facilities coordination, and daily administrative tasks across multiple departments in a dynamic university environment.

Qualifications

• Two years of college-level coursework.
• Two years of administrative support experience.
• Preferred experience in academia or non-profit settings is a plus.

Responsibilities

• Provide administrative support to assigned academic departments within Humanities and Performing Arts.
• Coordinate communications, scheduling, and department operations.
• Maintain records, syllabi, and office logistics for multiple departments.

Education

Two years of college-level coursework

Two years of administrative support experience

Tools

Microsoft Office

Mac applications

Job description

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 leadersfor a global society who are strong in character and judgment,confident in their identity and vocation, and committed to serviceand justice. Founded in 1959 in beautiful Ventura County, theuniversity has an enrollment of about 4,000 undergraduate andgraduate students who come from across the nation and around theworld from a diversity of backgrounds, cultures and faiths. As afederally recognized Hispanic-Serving Institution, Cal Lutheran islooking for candidates with a dedication to and success in workingin diverse communities. The university is committed to an inclusivelearning and work environment that values individual differencesand respects each person's dignity.

Basic Function:

Under the direction of the College Services Manager (CSM), theAdministrative Assistant performs a variety of responsibleadministrative and support functions to assist faculty indelivering quality academic programs. The position providesadministrative support to academic departments within theHumanities and Creative and Performing Arts divisions of theCollege of Arts & Sciences. Specific departmental assignmentsand responsibilities may vary based on the operational needs andpriorities of the College.

Representative Duties:

Faculty & Department Support

• Provide administrative support to assigned academicdepartments, including Humanities, Visual Arts, Theatre &Dance, and Film & Television faculty and department chairs.E
• Coordinate faculty communications, scheduling requests, anddepartmental operations. E
• Maintain faculty directories, office hours, syllabi collection,adjunct schedules, and departmental records. E
• Maintain departmental academic records and assist withstudent-related administrative processes, including scholarshipapplications, internships, and program records, as assigned. E
• Organize adjunct office spaces and support onboarding of newfaculty and lecturers. E
• As needed, support department meetings and divisional meetingsthrough scheduling, agendas, minutes, and logistics. E

Budget, Purchasing & Financial Support

• Process purchase requisitions, requests for payment (RFPs),reimbursements, contracts, and purchasing documentation. E
• As needed, track department budgets and expenditures and assistchairs with budget monitoring. E
• Complete bi-monthly reconciliations and maintain organizedfinancial records.
• Coordinate with vendors and follow up on invoices, payments,and purchase orders.
• Maintain supply inventories and coordinate office andinstructional supply orders. E

Building & Facilities Support

Serve as anadministrative support contact for assigned departmentalfacilities, which may include:

• William Rolland Art Center (WRAC)
• Soiland Humanities Building
• Film spaces within SBET
• Black Box Theatre
• Preus-Brandt Forum

Building & Facilities Responsibilities Include:

• Submit and track facilities requests, maintenance issues, andwork orders.
• Coordinate room reservations and event scheduling. E
• Assist with office moves, key requests, signage, and directoryupdates. E
• Coordinate with Facilities, ITS, Media Services, and CampusSafety as needed. E
• Monitor shared equipment, printers, and operational readinessof supported spaces. E

Visual & Performing Arts, Events, Exhibitions & Performances

• Provide specialized administrative support for departmentalacademic and co-curricular activities, including performances,rehearsals, exhibitions, student showcases, auditions, juries,tours, and other program-specific activities, as assigned. E
• Support planning and coordination of performances, screenings,exhibitions, receptions, lectures, and special events. E
• Coordinate event logistics, including room scheduling, setuprequests, hospitality, signage, and communications. E
• Assist with gallery exhibitions and receptions, theatreproductions, student showcases, Film & Television events, andother Visual and Performing Arts activities, as assigned. E
• Support departmental ticketing and box office operations,including online ticketing systems, ticket sales, and relatedadministrative coordination, as assigned. E
• Coordinate with Marketing & Communications regarding eventpromotion, publicity materials, and related support. E

Student & Office Operations

• Provide front-line customer service to students, faculty,guests, and visitors.
• Maintain organized records, filing systems, and confidentialdocuments.
• Manage mail distribution, office supply inventory, and generaloffice operations. E

Additional Duties

• Serve as backup support within the COAS administrative team asneeded.
• Support accreditation, assessment, and institutionalinitiatives as assigned.
• Perform related duties as assigned.

E = Essential Duties

Knowledge Of:

• Organization, policies, procedures, and operations of theCollege of Arts & Sciences and assigned academic departments,including Humanities and Creative and Performing Arts.
• Modern office practices, procedures, equipment, andadministrative systems.
• Organizational methods, recordkeeping techniques, and theability to manage multiple priorities and support multipledepartments and facilities.
• Standard office software, database systems, data entrytechniques, and Microsoft Office and Mac applications.
• Correct English usage, grammar, spelling, punctuation, andvocabulary.
• Effective oral and written communication, customer service, andpublic relations techniques.
• Interpersonal skills using tact, patience, courtesy, andprofessionalism when working with faculty, students, staff, andcampus partners.
• Telephone techniques, professional correspondence, and officeetiquette.
• Event planning, scheduling, coordination, and operationallogistics for academic programs, performances, exhibitions, anddepartmental activities.
• Department-specific terminology, practices, and operationalneeds, including those associated with Visual and Performing Artsprograms.
• Collaborative work practices and effective coordination withmultiple departments and University offices.

Ability To:

• Perform a variety of administrative and clerical duties insupport of multiple academic departments.
• Organize, coordinate, and prioritize office activities whilemanaging multiple tasks, deadlines, and interruptions.
• Operate standard office equipment, computers, andadministrative software systems.
• Maintain accurate records, spreadsheets, databases, andconfidential information.
• Prepare correspondence, reports, and other written materialswith accuracy and attention to detail.
• Gather and organize information, perform basic calculations,and assist with financial tracking and reconciliation.
• Communicate clearly and professionally, both orally and inwriting, and provide excellent customer service.
• Learn, interpret, and apply University policies, procedures,and regulations.
• Coordinate meetings, events, performances, exhibitions, andrelated departmental activities.
• Exercise independent judgment, problem-solving skills, anddiscretion within established guidelines.
• Establish and maintain effective working relationships withfaculty, students, staff, and campus partners.
• Identify opportunities to improve administrative processes andoffice operations.
• Adapt to changing priorities and departmental needs whileworking independently and collaboratively.
• Understand and follow oral and written instructions.

Minimum Qualifications: Any combination equivalent to: two years of college-levelcoursework and two year of administrative support experience.

Preferred Qualifications: Prior experience as an administrative assistant in a non-profit,corporate, higher education, or in a performing/creative artssetting. Strong organizational and communication skills.

Licenses and Other Requirements: None

Physical Abilities: Detect to understand appropriate written correspondence; operate acomputer and other office productivity machinery, such as acalculator, copy machine, and computer printer; communicate toexchange information in person, in writing, on the telephone and byemail; stationary position for extended periods of time; move ortransport light objects; position self to store and/or retrievefiles

Working Environment: Busy office environment; subject to frequent interruptions.

Hiring Range $21.00-$23.00

Posting Number: Staff005732022

Open Date: 10/23/2026

Close Date: 11/08/2026

California Lutheran University is committed to providing equalopportunity in employment for all persons, regardless of race,religious creed, color, national origin, ancestry, physicaldisability, mental disability, medical condition, marital status,sex, age, sexual orientation, genetic information, gender, genderidentity or expression, or any other basis protected by applicablelaw. No person shall be excluded from participation in, be deniedthe benefits of, or be subjected to discrimination in any program,activity or facility of the University on the basis of thesefactors in a manner consistent with applicable federal and statelaws, regulations, ordinances, orders and rules, and University'spolicies, procedures, and processes.

Upon request, reasonable accommodations in the application processcan be provided to individuals with qualifying disabilities. Pleasecontact the Human Resources Department for further information orto request an accommodation.