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Administrative Assistant

Apply now Job no: 501023
Work type: Regular
Location: Malibu Campus
Categories: Seaver College, Administrative/Office Support

The Administrative Assistant supports students’ academic development at the undergraduate level as they explore their God-given gifts as young artists. In addition, this position mentors student workers preparing them to become servant-minded leaders in their chosen professions. This position processes internal requisitions related to infrastructure management in Fine Arts. Processes external outside service requests related to travel, charge cards, events, and various contracts. Responsible for divisional purchasing, payments, and multiple expense reports. Supports faculty, staff, and students. Assigns tasks and mentors student workers.


  • Gather, prepare, and process vendor paperwork and payments.
  • Gather, prepare, and process internal and external requisitions.
  • Process production purchases, invoices, cash advances, expense reports, deposits, and reimbursements.
  • Hire, coordinate, supervise, mentor, and evaluate student workers. Approval of student worker hours.
  • Provide general office support to Chairperson, Office Manager, Faculty, Staff, and Students, including word processing, answering phones, and other clerical work.
  • Coordinate key check out and returns. Maintain key deposit procedures and files.
  • 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: Two years of college or equivalent. Proficiency in written and oral communication; following directions and implementing procedures thoroughly and efficiently. Excellent telephone etiquette. Weekly project status updates. Alert supervisor to challenges in weekly tasks. Able to work independently and manage multiple projects with deadlines. Follow directions and implement procedures thoroughly and efficiently. Positive interpersonal skills, ability to use good judgment, and strong organizational skills. Multi-task and focus in a hectic office while maintaining a calm and professional attitude. Proficient communication skills. Able to use MAC/PC, adobe, and Google suite applications. Able to use a multi-line telephone system with voice-mail, photocopier, scanner, lamination, labeling, and participate in Zoom presentations. Able to learn other software on the job.

Preferred: Bachelor's degree. Three years of experience as an administrative assistant in an office setting. Understanding of how academic divisions function administratively. Ability to plan, schedule, review, and manage their daily tasks in this high-paced environment with hard deadlines. PeopleSoft System knowledge in the financial and student modules. Aptitude for quickly learning new software and computer systems such as E-Sign, ADP, College Net, etc.

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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