Inside Higher Ed
Administrative Assistant - Social & Behavioral Sciences
Inside Higher Ed, Thousand Oaks, California, United States, 91362
Administrative Assistant – Social & Behavioral Sciences
Position Category: Staff (Non-Exempt) | FLSA: Non-exempt | FTE: 1 | Location: Thousand Oaks
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.
Basic Function: Under the direction of the College Services Manager (CSM), the Administrative Assistant performs a variety of responsible and complex administrative and support functions to assist faculty deliver a quality academic program.
Representative Duties
Performs a variety of administrative and clerical support duties including filing, record-keeping, fielding telephone calls, receiving and directing visitors, word processing, filing, and processing information related to the assignment.
Provides administrative support for the Associate Dean for the Social & Behavioral Sciences Division.
Coordinates communications between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies.
Prepares a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials.
Maintains and updates departmental calendars as needed; schedules meetings, conferences, and appointments for program personnel; takes minutes according to established procedures; plans and organizes events as needed.
Manages/coordinates facilities issues in assigned building.
Compiles, reviews and arranges data according to standard and customized formats; proofread, copy and distribute materials according to specific instructions or established procedures and timelines. Performs routine typing or data entry using a computer.
Performs receptionist duties; greets office visitors and provides appropriate direction; screens and directs phone calls, provides basic information, or takes messages as needed.
Responds to complaints, concerns, and requests for information from students, parents, staff, and the general public regarding issues, programs, policies, procedures and regulations; resolves issues and complaints with confidentiality, tact, sensitivity, and expedience by referring to appropriate responsible parties for resolution.
Manages office supplies, equipment, and storage of program supplies.
Duplicates and distributes items or copies. Ensures efficient general operation of office; opens and closes office.
Maintains and updates websites for departmental programs.
Establishes and maintains a variety of records, logs, and filing systems pertaining to area(s) of responsibility.
Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment.
Provides administrative support to various programs within the Department as needed.
May supervise student workers.
Receives, sorts, and distributes mail.
Provides follow-up phone calls or emails to students, faculty and staff as needed.
Supports DEI/HSI efforts.
Performs other administrative duties as assigned.
Knowledge Of
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, and Outlook
Correct English usage, grammar, spelling, punctuation and vocabulary
Public relations and customer service techniques
Basic event planning
Ability To
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 confidentially with discretion
Meet schedules and deadlines by prioritizing work
Make arithmetic calculations quickly and accurately
Communicate clearly and concisely, both orally and in writing
Learn policies, procedures and regulations and apply to specific situations
Answer telephone and greet the public courteously
Determine appropriate action within clearly defined guidelines
Schedule and coordinate meetings, conferences and appointments
Relay messages, and screen and route calls and visitors
Establish and maintain cooperative and effective working relationships with others
Identify policies or procedures that are ineffective and develop new policies and procedures to enhance program or office operations
Work effectively with frequent interruptions
Understand and follow oral and written directions
Minimum Qualifications Any combination equivalent to: two years of college-level coursework and two years of administrative support experience.
Preferred Qualifications Prior experience as an administrative assistant in a non-profit, corporate, higher education.
Licenses And Other Requirements None
Physical Abilities Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files.
Working Environment Busy office environment; subject to frequent interruptions.
Hiring Range $21.00–$23.00
Posting Information Posting Number: Staff004672022 | Open Date: 10/30/2025 | Close Date: 11/16/2025
Application Procedure To apply, visit https://careers.callutheran.edu/postings/12823
Equal Employment Opportunity Statement California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.
Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.
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The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.
Basic Function: Under the direction of the College Services Manager (CSM), the Administrative Assistant performs a variety of responsible and complex administrative and support functions to assist faculty deliver a quality academic program.
Representative Duties
Performs a variety of administrative and clerical support duties including filing, record-keeping, fielding telephone calls, receiving and directing visitors, word processing, filing, and processing information related to the assignment.
Provides administrative support for the Associate Dean for the Social & Behavioral Sciences Division.
Coordinates communications between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies.
Prepares a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials.
Maintains and updates departmental calendars as needed; schedules meetings, conferences, and appointments for program personnel; takes minutes according to established procedures; plans and organizes events as needed.
Manages/coordinates facilities issues in assigned building.
Compiles, reviews and arranges data according to standard and customized formats; proofread, copy and distribute materials according to specific instructions or established procedures and timelines. Performs routine typing or data entry using a computer.
Performs receptionist duties; greets office visitors and provides appropriate direction; screens and directs phone calls, provides basic information, or takes messages as needed.
Responds to complaints, concerns, and requests for information from students, parents, staff, and the general public regarding issues, programs, policies, procedures and regulations; resolves issues and complaints with confidentiality, tact, sensitivity, and expedience by referring to appropriate responsible parties for resolution.
Manages office supplies, equipment, and storage of program supplies.
Duplicates and distributes items or copies. Ensures efficient general operation of office; opens and closes office.
Maintains and updates websites for departmental programs.
Establishes and maintains a variety of records, logs, and filing systems pertaining to area(s) of responsibility.
Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment.
Provides administrative support to various programs within the Department as needed.
May supervise student workers.
Receives, sorts, and distributes mail.
Provides follow-up phone calls or emails to students, faculty and staff as needed.
Supports DEI/HSI efforts.
Performs other administrative duties as assigned.
Knowledge Of
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, and Outlook
Correct English usage, grammar, spelling, punctuation and vocabulary
Public relations and customer service techniques
Basic event planning
Ability To
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 confidentially with discretion
Meet schedules and deadlines by prioritizing work
Make arithmetic calculations quickly and accurately
Communicate clearly and concisely, both orally and in writing
Learn policies, procedures and regulations and apply to specific situations
Answer telephone and greet the public courteously
Determine appropriate action within clearly defined guidelines
Schedule and coordinate meetings, conferences and appointments
Relay messages, and screen and route calls and visitors
Establish and maintain cooperative and effective working relationships with others
Identify policies or procedures that are ineffective and develop new policies and procedures to enhance program or office operations
Work effectively with frequent interruptions
Understand and follow oral and written directions
Minimum Qualifications Any combination equivalent to: two years of college-level coursework and two years of administrative support experience.
Preferred Qualifications Prior experience as an administrative assistant in a non-profit, corporate, higher education.
Licenses And Other Requirements None
Physical Abilities Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files.
Working Environment Busy office environment; subject to frequent interruptions.
Hiring Range $21.00–$23.00
Posting Information Posting Number: Staff004672022 | Open Date: 10/30/2025 | Close Date: 11/16/2025
Application Procedure To apply, visit https://careers.callutheran.edu/postings/12823
Equal Employment Opportunity Statement California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.
Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.
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