Faculty Services Assistant

Occidental College; Los Angeles (CA); On-site; USD 26,000 - 29,000; Full time

Job summary

Occidental College is seeking a Faculty Services Assistant to provide comprehensive administrative support to the Social Sciences department. The role includes managing course materials, schedules, and office operations, while assisting with events and faculty onboarding.

You will be the front-line contact, handling communications, documents, and coordination with the Dean’s Office and department chairs. The position is non-exempt, full-time, 30 hours per week, with a diverse, collaborative work

Qualifications

• High school diploma or equivalent.
• One year of administrative assistant or related experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• Strong organizational and communication skills.
• Ability to manage multiple tasks with accuracy and deadlines.

Responsibilities

• Provide administrative support to Department Chairs and Faculty and the Senior Department Services Coordinator.
• Support planning and logistics for departmental events and programs.
• Handle communication, outreach, and front-office duties; answer phones, greet visitors, manage mail.
• Assist with building, facilities, and office operations; coordinate space setup and supplies.
• Support student workers, including posting positions and tracking timesheets.

Skills

Administrative support

Communication skills

Organizational skills

Multitasking

Teamwork

Education

High school diploma

Tools

Microsoft Office

Google Drive

Adobe Acrobat

Email apps

Job description

Title: Faculty Services Assistant

Department: Social Sciences

Duration: Indefinite - 11 Months

Employment Status: Non-Exempt, Full-Time, 30 hours per week

Job Summary

Reporting to the Senior Department Services Coordinator, the Faculty Services Assistant provides a wide range of highly organized, accurate, and effective administrative support to faculty in assigned academic departments. The Faculty Services Assistant supports the teaching, academic, and professional work of department faculty and contributes to an effective learning environment for students. The Faculty Services Assistant receives directions from department chairs, faculty, and the Office of the Dean of the College, particularly the Academic Support Administrator. The Faculty Services Assistant assists with daily office operations, events, and program management. This position is represented for purposes of collective bargaining by SEIU.

Job Duties

• 35% - Provide Administrative Support to Department Chairs and Faculty - Provide administrative support to department chairs, faculty, and the Senior Department Services Coordinator with routine departmental operations and academic activities. Prepare and organize course materials; maintain faculty and staff contact lists; and compile and post faculty teaching schedules and office hours. Support faculty with course-related logistics, including ordering desk copies of course books, printing and copying, reserving classrooms and meeting spaces, arranging audio-visual setup, and organizing class trips and academic events. Assist with logistics for program reviews, faculty searches, and the welcoming and orientation of new faculty and adjunct faculty. Support the Office of the Dean of the College and faculty with projects and initiatives, including grant-funded programs and symposia. Perform other duties and projects assigned by department chairs or the Office of the Dean, including temporary support for other departments or programs within Academic Affairs as needed. - (Essential)
• 20% - Support Departmental Events and Programs - Assist with planning and publicizing departmental events, including guest speakers, seminar series, discussion groups, panels, and social events. Coordinate routine event logistics, including room reservations, refreshments, registration, guest travel arrangements, promotional materials, stipends, and reimbursement paperwork. Provide temporary administrative and logistical support to other Services Coordinators during peak operational periods or special events, with approval from the Senior Department Services Coordinator. Collect and compile basic attendance and feedback information for departmental events. - (Essential)
• 20% - Provide Communication, Outreach, and Liaison Support - Make basic information updates to departmental websites using established templates and procedures. Draft and distribute routine communications, including flyers, brochures, newsletters, slide decks, presentations, and campus-wide event announcements. Support community outreach and engagement activities related to departmental events and programs. Serve as a welcoming front-office and building presence by answering phones, greeting visitors, handling mail and correspondence, and maintaining bulletin boards. Respond to routine questions regarding office hours and locations and route academic and curriculum inquiries to the appropriate department chairs. Maintain organized departmental files and records and support accurate documentation and distribution of information. - (Essential)
• 10% - Support Building, Facilities, and Office Operations - Assist with reporting routine facility and maintenance needs, including submitting work orders and communicating with Facilities Management or Campus Safety regarding maintenance, repairs, and emergency situations. Assist with preparing office spaces for new and existing faculty, including distributing keys and requesting computer, telephone, and email setups. Support routine office equipment needs and space-related projects in coordination with the Senior Department Services Coordinator. - (Essential)
• 10% - Provide Supplies and Budget Support - Assist with basic data entry for departmental budget spreadsheets and tracking routine expenditures. Gather receipts and organize financial documentation to support routine reimbursement processes. Order office supplies and assist with inventory and upkeep of office equipment. - (Essential)
• 5% - Support Student Workers - Assist with student hiring logistics, including posting positions and coordinating interview schedules. Compile weekly schedules and send reminders regarding timely timesheet submissions. Maintain basic task checklists and guidelines for student workers and route policy or performance-related questions to the Senior Department Services Coordinator. - (Essential)

Minimum Qualifications

• High school diploma or equivalent combination of education and experience.
• One year of experience as an administrative assistant, program coordinator, or a related position.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint; Google Drive, Folders, and Forms; Adobe Acrobat; email applications; and other productivity software applicable to position responsibilities.
• Demonstrated knowledge of general office and administrative practices and procedures.
• Demonstrated ability to coordinate multiple responsibilities, maintain attention to detail, complete tasks accurately and within deadlines, and adapt to changing priorities and fluctuating workloads.
• Effective organizational, logistical, time management, and planning skills, with the ability to prioritize and manage multiple tasks and projects simultaneously.
• Demonstrated ability to communicate effectively, professionally, and clearly, both verbally and in writing, including drafting, editing, and reviewing routine business correspondence and documents.
• Demonstrated ability to interact professionally and effectively with students, faculty, staff, and other members of the campus community and to work collaboratively with diverse groups.
• Demonstrated problem-solving skills and sound judgment in accordance with College policies, procedures, and practices.
• Demonstrated ability to handle confidential information with discretion.
• Demonstrated ability to learn and adapt to new software, campus databases, systems, procedures, and requirements.
• Demonstrated ability to follow established policies, procedures, and guidelines and to adapt effectively to changes in organizational requirements.
• Ability to work independently and as part of a team while maintaining a high level of accountability and quality in assigned work.
• Demonstrated commitment to diversity, equity, and inclusion and ability to contribute to an inclusive and equitable environment in interactions with individuals from diverse backgrounds, cultures, and perspectives.
• Commitment to the mission of Occidental College and its values of excellence, equity, community, and service.

Preferred Qualifications

• Associate degree in business administration, office administration, higher education, or a related field.
• Experience providing administrative support in a higher education or academic environment

EXPECTED HIRING RANGE: $19.00/hr-$21.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.