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Administrative Assistant

Apply now Job no: 500077
Work type: Regular
Location: Malibu Campus
Categories: Facilities, Administrative/Office Support

Under direction of the Operations Manager for the Planning, Operation, and Construction department (POC), the Administrative Assistant will provide a broad array of administrative support functions to the Department in an organized and professional manner.


  • Prepare and maintain project documentation including requests for proposals, scopes of work, and contract templates.
  • Schedule, organize, and set up meetings, and follow up on meeting action items where applicable.
  • Maintain files and perform file retrieval and research. Assist in collecting and evaluating information for reports and research.
  • Perform regular administrative tasks such as maintaining files, processing and tracking paperwork, dissemination information, entering data, making photocopies and scans, and monitoring systems.
  • Attend meetings, compile notes, provide updates, and respond to inquiries.
  • Manage permit tracking system; file preliminary notices.
  • Answer general office phone calls, transmit and receive phone calls, written and electronic communications and various deliveries.
  • Perform other duties as assigned.
  • Research, prepare, review, and submit information and reports suitable for presentation to University leadership.
  • Ensure effective communication and coordination among all internal and external project participants and stakeholders. Assist department in successfully meeting and reporting on long-range objectives. Participate in continuous departmental process improvements. Deliver excellent customer service. 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: A minimum of one (1) year relevant experience in office operations and management is required. Proficiency in MS-Access, Word, and Excel is required. Proficiency in Google suite is required. Candidate must possess strong organizational skills with emphasis on handling multiple tasks and meeting deadlines. Knowledge and application of office management principles at the level expected of a college graduate is required. Must be able to shift priorities for flexibility in work assignments. Ability to maintain strict confidence and remain calm under pressure is required. Must be able to work effectively with minimal supervision as well as part of a team. Strong English written and verbal communication and interpersonal skills are required. Must consistently project a professional demeanor and positive attitude, and be able to effectively and professionally communicate with University administrators and project clients. Willingness and ability to periodically work overtime hours is required.

Preferred: Bachelor's degree or equivalent course work is desirable. Experience with contracts is preferred. Experience in a design, construction, and/or facilities department is preferred. Experience with University administrative functions and protocols are preferred.

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, Nonexempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close:

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