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Inside Higher Ed · 2 weeks ago

Executive Assistant/Administrative Assistant-Temporary Pooled Position

Thousand Oaks, CA

Part-time

Onsite

Entry Level

1+ years exp

Inside Higher Ed is associated with California Lutheran University, which is committed to educating leaders for a global society. The role involves performing a broad range of sensitive, technical, and confidential administrative and support functions to assist executives and managers.

Digital MediaEducationHigher EducationJournalismRecruiting

Responsibilities

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

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

Coordinate arrangements, programs and publicize speakers' events

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

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

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

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

Coordinate specific activities and events as assigned

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

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

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

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

Perform related duties as assigned

Qualification

Microsoft Office SuiteAdministrative supportEvent planningRecord-keepingCustomer serviceData entryInterpersonal skillsCommunication skills

Required

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

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

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