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Administrative Assistant, Office of the Provost

Apply now Job no: 500308
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support, Provost

This position provides comprehensive administrative support to the Provost and serves as a backup to the executive assistant. It is a position requiring efficiency, flexibility, and attention to detail, the ability to solve problems, multi-task, and meet time-sensitive deadlines, as well as excellent communication and organizational skills.

Duties

  • Responsible for assisting with the administration, organization, oversight, and management of critical projects, such as the annual faculty conference, and other department events by reserving rooms, parking, placing catering orders, and creating agendas, meeting minutes, and other materials. 
  • Develop, gather, edit, and summarize information and documents for presentations and reports. Conduct online and other research as required. Maintain office and committee websites.
  • Responsible for assisting with the administration, organization, and management of various university committees such as the University Academic Council, the University Tenure Committee, the University Grievance Committee, the Faith and Heritage Committee (FHC) of the Board of Regents, and deans council acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues. 
  • Process financial transactions, payment of requisitions, reconcile/substantiate credit card statements, and office supplies.
  • Assist Executive Assistant with managing the provost's calendar and appointment schedule based on the needs and priorities of the provost. Develop and execute travel plans for the Provost.
  • Serve as the provost's liaison to various constituents through written correspondence, phone, and in-person contact, representing the executive at meetings as needed, including providing guidance to faculty initiating requests to the provost's office. 
  • Perform other duties as assigned. 
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelor's degree and three years of experience in higher education administration or related fields. Excellent communication (writing and oral) skills; ability to work in a collaborative environment; detail-oriented, organized, and able to manage multiple tasks at one time; knowledge of institutional organization, policies, goals, and mission, proficient in Microsoft Office and Google Suite

Preferred: Master's degree. Ability to evaluate procedures and streamline processes, envision and initiate new projects, and prioritize tasks; proficient in PeopleSoft

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a Regular, Exempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close:

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