Senior Administrative Assistant, School of Education

Vanguard University; Costa Mesa (CA); On-site; USD 38,000 - 42,000; Full time

Job summary

Vanguard University in Costa Mesa, California seeks a Senior Administrative Assistant for the School of Education. The role provides comprehensive administrative support across multiple programs and departments, assisting the Dean and program leadership with day-to-day operations, student processing, and communications.

Responsibilities include coordinating meetings, maintaining records, supporting admissions, managing calendars, proofreading documents, and collaborating with university offices.

Qualifications

• Bachelor’s degree is required.
• 3–5 years of administrative support or office coordination experience.
• Strong organizational skills with ability to manage multiple priorities.

Responsibilities

• Serve as the first point of contact for students, faculty, staff, and visitors.
• Coordinate daily administrative and operational needs across School of Education programs.
• Support admissions by creating student files and coordinating interviews.
• Maintain filing systems and confidential records; manage student information in the database.
• Prepare and edit business documents and reports; assist with marketing/recruiting materials.

Skills

Organizational skills

Written & verbal communication

Microsoft Office

Interpersonal skills

Confidentiality

Attention to detail

Adaptability

Education

Bachelor’s degree

Master’s degree (preferred)

Tools

Microsoft Office

Job description

Senior Administrative Assistant, School of Education

Description

POSITION SUMMARY

The Senior Administrative Coordinator provides comprehensive administrative and operational support to Vanguard University’s School of Education, including the California Teaching Credential programs, Master’s in Education programs, Teacher Advancement Program, Liberal Studies Department, and Early Childhood Education Department.

This position supports the Dean, program leadership, faculty, and staff in serving students across four Teaching Credential programs, four Master’s in Education programs, and two undergraduate programs. The Senior Administrative Coordinator serves as a key point of contact for the School of Education and helps ensure efficient day-to-day operations, communication, student support, and coordination across programs.

This position reports to the Dean of the School of Education.

POSITION DUTIES

• Serve as a welcoming first point of contact for students, prospective students, faculty, staff, and visitors to the School of Education.
• Respond to general inquiries and connect individuals with the appropriate program, faculty, or staff member.
• Support daily administrative and operational needs across School of Education programs.
• Serve as a liaison with University departments, including Accounting, Events, Food Services, Maintenance, Information Technology, Library, Bookstore, and Mail Room/Copy Center.
• Support the admissions process by creating new student files and coordinating prospective student interviews.
• Maintain accurate digital and hard-copy filing systems and confidential records.
• Enter and maintain student information in the School of Education database.
• Maintain office equipment, supplies, materials, and other administrative resources.
• Create and maintain administrative documents and resources, including student contact lists, calendars, schedules, financial records, and budget reports.
• Proofread and edit business correspondence, program reports, and other non-instructional documents.
• Assist with the planning and execution of marketing and recruiting activities and materials.
• Support the annual review, proofreading, and updating of University Catalog information related to School of Education programs.
• Provide administrative support for the School of Education’s external Advisory Council partnerships.
• Record and maintain meeting minutes for weekly staff meetings and monthly team meetings.
• Maintain and update School of Education website content as needed.
• Maintain the Educational Resource Center schedule.
• Coordinate meetings and events, including room reservations, catering, décor, A/V requests, setup and teardown, invitations, RSVP lists, sign-in sheets, name tags, and agendas.
• Attend University Program Coordinator and Administrative Coordinator meetings hosted by the Provost’s Office.
• Identify potential operational risks or concerns and discuss appropriate risk-reduction strategies with the immediate supervisor.
• Perform other related duties as assigned, including mandatory participtaion in annual commencement ceremonies.

SKILLS AND QUALIFICATIONS

Required

• Bachelor’s degree.
• Three to five years of progressively responsible administrative support or office coordination experience.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed assignments simultaneously.
• Excellent written and verbal communication skills, including strong proofreading and editing abilities.
• Proficiency with Microsoft Office applications.
• Strong interpersonal and customer service skills with the ability to interact professionally with students, faculty, staff, and external constituents.
• Ability to work independently, exercise sound judgment, and appropriately prioritize competing responsibilities.
• Ability to respond professionally to concerns, complaints, and challenging situations and assist with conflict resolution as appropriate.
• Demonstrated ability to maintain the confidentiality of student and employee records, financial information, and sensitive communications.
• Ability to adapt to changing priorities, needs, and responsibilities.
• Strong attention to detail and commitment to accuracy.
• Knowledge and acceptance of the mission, principles, and philosophies of Vanguard University.

Preferred

• Master's Degree.
• Previous administrative experience in higher education or an academic environment.
• Experience supporting multiple programs, departments, or senior-level leaders.
• Experience coordinating meetings, events, and complex schedules.
• Experience maintaining student records, databases, or other administrative information systems.
• Experience supporting admissions, academic programs, or student services.
• Experience working with budgets, financial records, or departmental reporting.

SALARY

This is a non-exempt, full-time, benefit-eligible position. Expected Pay Range: $27.50 - $30.50 per hour
Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package .

EOE Statement Vanguard University is committed to ensure that all candidates have an equitable opportunity to apply for and participate in the selection process. As a university, we hold firm to the application of the reasonable accommodation process in accordance with the Americans with Disabilities Act of 1990. If you require an accommodation because of a disability in order to participate in any phase of the application process, or if you would like to request this information in an alternative format, please call Ken Bott, Sr. Director of Human Resources, at 714-662-5287.
Vanguard University is an equal opportunity employer and prohibits discrimination or harassment of any kind against individuals of race, color, national origin, disability, pregnancy or any other characteristic outlined by federal, state, and local laws. Where permitted by law and in relation to the school's heritage and mission, Vanguard does exercise religious preference throughout the University and therefore employs individuals who are compatible with the institution, mission and statement of faith. This applies to all employment practices within the university. Vanguard is committed to a hiring process that is based on candidate's qualifications, merit, and operational needs of the university.

Category School of Education

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Non-Exempt

This position is currently accepting applications.