Reception & Administrative Operations Assistant (Internal Applicants Only)

California Lutheran University; Thousand Oaks, Northern (CA, KY); Hybrid; USD 29,000 - 33,000; Full time

Job summary

California Lutheran University is seeking a Reception & Administrative Operations Assistant to manage the Pederson Administration Building front desk, answer phones, route inquiries, and support campus safety dispatch.

The role includes mail handling, visitor coordination, and maintaining access control systems, with a focus on professional, courteous service to internal stakeholders and guests. Hiring range reflects entry to mid-level responsibilities.

Qualifications

• High school diploma or equivalent with a minimum of two years of relevant work experience.
• Experience operating a switchboard and/or dispatch in a busy work environment.
• Ability to maintain confidentiality and exercise sound judgment with sensitive information.
• Strong communication skills, both oral and written.
• Ability to multitask and work with minimal supervision.

Responsibilities

• Oversee daily operations of the Pederson Administration Building front desk.
• Answer and route calls on the main switchboard; dispatch Campus Safety as needed.
• Monitor the general office email and manage conference room reservations.
• Receive and distribute mail; assist visitors and vendors.
• Maintain building access control and CCTV monitoring; coordinate facility needs.

Skills

Communication

De-escalation

Confidentiality

Education

High school diploma

Tools

Course Dog

Access control systems

Job description

Reception & Administrative Operations Assistant (Internal Applicants Only)

Position Title Reception & Administrative Operations Assistant (Internal Applicants Only)

Position Category

Position Category Staff (Non-Exempt)

FLSA

FLSA Non-exempt

FTE

FTE 1

Location

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

Under the direction of the Director of Campus Safety, the Reception & Administrative Operations Assistant is responsible for professionally answering and routing telephone communications received at the main switchboard; dispatching Campus Safety calls for service, including emergency response; overseeing the daily operations of the Pederson Administration Building’s front desk; providing administrative support to the building occupants to include mail distribution; receiving and directing guests, donors, and VIPs.

Representative Duties

• Provides oversight/administration of the routine daily operations of the Pederson Administration building front desk. E
• Monitor the general office email account. E
• Manage the University’s conference room reservation system. E
• Receive and distribute incoming office mail. E
• Provides information and directions as necessary for visitors to the campus, vendors, staff, including daily use of Course Dog and directory information. E
• Performs office duties, such as filing, purchasing office supplies, preparing reports and correspondence, etc. E
• Maintains records; process invoices; purchase orders. E
• Answering, screening, and directing incoming phone calls.
• Dispatches Campus Safety Officers to Pederson Administration Building calls for service and emergencies. E
• Monitors building access and cctv cameras. E
• Submitting facility maintenance requests and overseeing supply orders via Campus Services. E
• Maintain water dispenser stocked with refills. E
• Performs other related duties as assigned. E

Knowledge Of

• Laws, rules and regulations related to assigned activities.
• Interpersonal skills using tact, patience and courtesy.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Radio procedures and protocol.
• Information on campus activities and Course Dog events.
• Social media used by students

Ability To

• Operate appropriate technical equipment and tools.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Perform responsible secretarial and clerical assistance duties.
• Make arithmetic calculations quickly and accurately.
• Learn to interpret, apply and explain rules, regulations, policies and procedures.
• Understand and follow oral and written instructions.
• Meet schedules and timelines.
• Multi-task.
• Operate a computer and applicable software.
• Operate a switchboard.
• Operate CLU’s access control systems.
• Work independently with minimal supervision
• Experience in de-escalation and security response should there be any threat (Panic button, managing difficult visitors, etc.).
• Ability to develop security protocols for various scenarios and facilitate training with Pederson Admin staff (as needed) should there be any threat to the President or Pederson Admin directly.
• Ability to embody “unreasonable hospitality” with visitors and guests .
• Ability to maintain confidentiality and exercise sound judgment and discretion with sensitive information.

Minimum Qualifications

Any combination equivalent to: A High school diploma or equivalent and a minimum of two years of relevant work experience.

Preferred Qualifications

Experience operating a switchboard and/or dispatch experience in a busy work environment

Licenses and other requirements

None

Physical Abilities

Hearing and speaking to exchange information; seeing to read a variety of materials; dexterity of hands and fingers to operate a computer keyboard; bending at the waist; kneeling or crouching

Office environment with constant interruptions; occasional contact with people under stress

Hiring Range

Hiring Range $21-$24

Posting Number

Posting Number Staff005652022

Number of Vacancies

Desired Start Date

Desired Start Date 10/26/2026

Position End Date

Open Date

Open Date 10/01/2026

Close Date

Close Date 10/08/2026

Open Until Filled No

Application Procedure/Special Instructions

Statement

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.

Supplemental Questions

Required Documents

• Resume/Curriculum Vitae
• Cover Letter

Optional Documents

Human Resources
California Lutheran University
60 W. Olsen Rd. #1100
Thousand Oaks, CA 91360
Office [phone]
Fax [phone]

California Lutheran University is an Equal Opportunity Employer