Executive Assistant/Administrative Assistant-Temporary Pooled Position

AgUpdate; Thousand Oaks (CA); On-site; USD 28,000 - 39,000; Part time

Job summary

California Lutheran University in Thousand Oaks is seeking an Executive/Administrative Assistant for a temporary pooled position. The role includes confidential administrative tasks, calendar management, travel arrangements, and support to executives and staff in a busy office environment.

The incumbent will handle communications, coordinate events, maintain records, and ensure compliance with applicable regulations while helping to keep operations running smoothly.

Qualifications

• Two years of college-level coursework and one year of administrative support experience.
• Broad range of confidential administrative and support functions.
• Comfort with handling sensitive information and documents.

Responsibilities

• Maintain files and control the release of sensitive information.
• Initiate payments, reimbursements and maintain account records.
• Coordinate arrangements, programs and publicity for speakers.
• Support executives with a range of clerical duties and communications.
• Coordinate communications and meetings and respond to questions about policies.

Skills

Administrative support

Office software

Communication skills

Time management

Education

Two years college coursework + admin experience

Tools

Microsoft Word

Excel

PowerPoint

Google Docs

Outlook

Google Chat

Blackboard

Job description

Executive Assistant/Administrative Assistant‑Temporary Pooled Position

Position Category: Temporary

FLSA: Non‑exempt

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:
The incumbent performs a broad range of sensitive, technical, and confidential administrative and support functions.

Representative Duties

• Maintain files; control the release of sensitive information to authorized personnel.


• E Initiate payment requests, reimbursements and maintain records for the different accounts.


• E Coordinate arrangements, programs and publicize speakers' events .


• E Perform as administrative assistant to the executives/managers for a variety of clerical and administrative duties.


• E Coordinate communications and meetings and respond to questions requiring knowledge and interpretation of policies.


• E Arrange and schedule a variety of meetings and appointments; maintain calendars, make reservations and travel arrangements; establish and maintain regular and special schedules of the work unit; attend meetings on behalf of the executives/managers.


• E Route incoming mail; answer telephones; relay messages; screen and route calls and visitors; provide information to staff, students and the public regarding programs.


• E Coordinate specific activities and events as assigned.


• E Operate a variety of office equipment, such as computers and related software, printers, calculators and copy machines.


• E Order and maintain inventory of equipment, materials and supplies; assist in budget development process; review documents, records, lists, tables and other materials for accuracy, completeness and conformance with applicable rules and regulations.


• E Assist in the development and preparation of reports, meeting materials and other documents as requested.


• E Maintain current knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs and services to assure compliance.


• E Perform related duties as assigned.

E=Essential Duties

Knowledge Of

• Modern office practices, procedures, and equipment


• Record-keeping, filing, and information organizing techniques


• Interpersonal skills using tact, patience and courtesy


• Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, Google Docs, Google Chat and Outlook, Blackboard experience is a plus.


• Correct English usage, grammar, spelling, punctuation and vocabulary


• Public relations and customer service techniques


• Basic event planning

Ability To

• Perform administrative support and clerical duties


• Operate a computer terminal to enter data, maintain records and conduct word processing


• Coordinate, organize, and oversee office activities


• Type, keyboard, and/or enter data at a speed necessary for successful job performance


• Maintain spreadsheets and files with minimal errors


• Compose correspondence and written materials


• Prepare reports by gathering and organizing data from a variety of sources


• Work independently with minimal direct supervision.


• Work confidentially with discretion


• Meet schedules and deadlines by prioritizing work


• Make arithmetic calculations quickly and accurately


• Communicate clearly and concisely, both orally and in writing


• Learn policies, procedures and regulations and apply to specific situations


• Answer telephone and greet the public courteously


• Determine appropriate action within clearly defined guidelines


• Schedule and coordinate meetings, conferences and appointments


• Relay messages, and screen and route calls and visitors


• Establish and maintain cooperative and effective working relationships with others


• Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations


• Work effectively with frequent interruptions


• Understand and follow oral and written directions

Minimum Qualifications

• Any combination equivalent to: two years of college‑level coursework and one year of administrative support experience.

Preferred Qualifications

• Prior experience as an administrative assistant in a non‑profit, corporate, higher education

Licenses and Other Requirements

• None

Physical Abilities

Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment

Busy office environment; subject to frequent interruptions.

Hiring Range Commensurate with experience

Equal Opportunity Employment

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.