Administrative Support Specialist

California Baptist University; Riverside, Northern (CA, KY); Hybrid; USD 34,000 - 36,000; Full time

Benefits offered by this job

Benefits package

Job summary

California Baptist University is seeking an Administrative Support Specialist to provide comprehensive administrative support to the Marketing and Communications Department, coordinating activities, managing correspondence, organizing meetings, and maintaining records. The role requires strong organizational skills, proficient computer use, and excellent communication with a diverse community.

A high school diploma or GED is required; higher degrees or related experience are preferred.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Bachelor’s degree ideal; related experience may be considered.
• Strong computer skills and ability to use standard office software.

Responsibilities

• Serve as primary receptionist and manage inquiries professionally.
• Coordinate meetings, agendas, minutes, and follow-up actions.
• Maintain databases, filing systems, and correspondence records.
• Support travel arrangements and budget tracking for the department.
• Prepare reports and communications materials for leadership.

Skills

MS Office

Communication

Customer service

Recordkeeping

Meeting coordination

Budget basics

Interpersonal skills

Education

HS diploma/GED

AA degree preferred

Bachelor's degree ideal

Tools

MS Office

Job description

Position Summary Information

Summary

Compensation for this position is expected to range between $25.00 and $26.00 per hour, in alignment with what California Baptist University ( CBU ) reasonably anticipates paying for this role. The final rate may vary depending on the candidate’s qualifications, experience, and prevailing market conditions. In addition to competitive wages, CBU provides a comprehensive and generous benefits package to eligible employees.

The Administrative Support Specialist role at California Baptist University ( CBU ) provides comprehensive administrative support. This role will directly support the Marketing and Communications Department to ensure efficient day-to-day operations. Responsibilities include coordinating departmental activities, managing correspondence, organizing meetings, and maintaining records. This role plays a key part in supporting staff, streamlining processes, and contributing to the overall effectiveness of the department.

Essential Duties and Responsibilities

include the following. Other duties may be assigned.

• Serves as the primary receptionist for the office, greeting visitors and providing information and materials in a professional manner.
• Maintains a positive and supportive image of California Baptist University in all interactions.
• Provides backup support for meeting preparation, including creating agendas, compiling materials, recording minutes, and following up on action items.
• Assists with or provides backup support for travel arrangements for Marketing and Communications staff.
• Creates, updates, and maintains databases and spreadsheets; organizes and manages electronic and physical filing systems; and files correspondence and records.
• Acts as a liaison between the department and internal and external stakeholders, including vendors.
• Supports department leadership and staff by preparing reports, presentations, and other communication materials.
• Monitors office supply inventory and coordinates the ordering of supplies as needed.
• Processes requisitions, invoices, and supports budget tracking and expense reporting.
• Answers incoming calls, provides information, directs inquiries, and takes accurate messages as needed.
• Organizes, maintains, and archives digital and physical documents in accordance with departmental standards.
• Assists in coordinating departmental projects, initiatives, and special events.
• Presents a professional and positive image of the department and the University to all visitors, callers, and stakeholders.
• Performs additional duties as needed to support departmental goals and operational efficiency.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Other Knowledge Skills and Abilities

To perform this position successfully, an individual must be able to effectively carry out all essential duties. The following requirements outline the knowledge, skills, and abilities needed for the role:

• Demonstrated commitment to living out and upholding the University’s Christ-centered mission and values.
• Proficiency in the use of personal computers and standard office software applications.
• Strong working knowledge of business English, basic mathematics, and general office procedures and practices.
• Ability to plan, prioritize, and coordinate multiple projects and deadlines effectively.
• Effective reading and writing skills appropriate to the responsibilities of the position.
• Strong interpersonal and communication skills, with the ability to interact effectively with a diverse faculty, staff, and student population.
• Excellent organizational skills with a high level of attention to detail.
• Demonstrated professionalism and strong telephone etiquette.
• Ability to create, compose, proofread, and edit a variety of written materials.
• Strong customer service skills, including the ability to address and resolve inquiries, concerns, and complaints.
• Ability to develop, maintain, and improve recordkeeping systems and procedures.
• Experience coordinating meetings, events, and departmental activities.
• Knowledge of basic budgeting, expense tracking, and expenditure control procedures.
• Ability to interpret, adapt, and apply policies, procedures, and guidelines.
• Sound judgment and decision-making skills in administrative and procedural matters.
• Ability to gather, analyze, and interpret information to develop appropriate conclusions and recommendations.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to stand, walk, and sit, and must possess sufficient hand, arm, and finger dexterity to operate a computer keyboard and other standard office equipment. The position also requires visual acuity to read words and numbers, as well as the ability to communicate effectively both in person and over the telephone. The employee may occasionally be required to lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. The noise level in the work environment is typically moderate. Work is generally performed in a standard indoor office setting with minimal exposure to health or safety hazards.

Education and/or Experience

A high school diploma or GED is required. An associate degree (A.A.) or equivalent from a two-year college or technical school, along with six months to one year of related experience and/or training, is preferred. A bachelor’s degree from a four-year college or university is ideal; however, candidates with two to three years of relevant experience and/or training may also be considered. An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities necessary to perform the position successfully will be accepted.

Special Instructions to Applicants

State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.