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Higher Ed Administrative Careers - Clerical/Administrative Support
The Administrative Assistant will provide academic administrative support to the Chair of the Department of Design.
Required Education * Associate's degree or equivalent experience.
Required Experience * Three to five years’ experience in a service-oriented environment, preferably in higher education.
Primary Duties/Essential Functions * Serves as confidential administrative assistant to the department chair. Implements objectives set by the department chair to ensure the department’s overall effectiveness. * Supports chair in monitoring monthly academic budget transactions. * Accurately prepares all paperwork and forms including faculty loads and overloads, extra service payments, semester schedules, and other documents as assigned. * Provides support to the adjunct faculty hiring process including scheduling of interviews. * Interfaces with university offices and external constituents. * Supports daily administrative operations of the office. * Assists Chair with coordinating all Undergraduate and Graduate programs. * Helps coordinate and schedule calendar, meetings, appointments, facility requests, events, databases, and other academic office needs. * Processes and routes paperwork and forms for the Chair’s signature and other documents. * Supports monitoring and tracking within multiple databases. * Serves as recording assistant at department meetings. * Coordinates departmental scholarship information. * Orders/purchases office supplies, technical equipment, and other materials for the office. * Maintains the office in a professional manner including appearance. * Answers, screens, and directs incoming phone calls and office visits. * Maintains academic four-year plans, student census, undergraduate catalogue, alumni list and tracks new courses in software. * Maintains faculty bios and academic details on website. * Assists in all departmental events. * Supervises student workers. * Responsible for daily electronic timekeeping as it applies to the scope of this position. * Regular, punctual attendance as required by the supervisor based on department needs. * Other duties as assigned. * Creates, maintains and updates office procedures and general office files. * Assists Chair with enrollment management, scheduling of classes, textbooks, surveys and data gathering. * Provides administrative support for academic advising, university policies, processes, courses and timelines, including updating student handbooks and student files. * Assists Chair preparing reports as directed including accreditation, assessment, program review and special projects.
Skills * Excellent customer service, interpersonal, and organizational skills; self-motivator. * Ability to interact professionally and effectively with individuals from diverse backgrounds; demonstrate a genuine commitment to serve. * Must be able to exercise good judgment, discretion, and maintain confidentiality of records and information. * Computer proficiency in Microsoft Office products, including Word, Excel, PowerPoint, and type 55 wpm. * Must possess strong written and oral communication skills. * Collaborator and a commitment to a team-based approach. * Ability to manage details, assess priorities, meet deadlines, and provide follow-through. * Able to handle multiple tasks and responsibilities with minimal supervision. * Ability to learn and balance a variety of assignments.
Mental Demands * Ability to manage a number of different tasks concurrently. * Detail oriented. * Ability to work independently, problem-solve, and meet deadlines. * Ability to work collaboratively with a team, as well as an independent contributor. * Maintains a positive attitude. * Ability to learn procedures and retain information. * Ability to exercise good judgment and discretionary skills. * In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.
Physical Demands * Requires repetitive motion and sitting at computer keyboard. * Hearing and speaking on the telephone. * Requires walking, taking stairs multiple times in a work day, and/or driving to various University locations. * Able to conduct business at other offices on campus. * Able to lift, bend, grasp, reach, lift up to 20 lbs.
Visual Demands * Computer monitor and reading.
Environment * Pleasant office setting, comfortable temperature.
Technologies * Proficient in Google Applications., Microsoft Office, Word, Excel, and willing to learn and grasp new programs and systems.
Azusa Pacific University is acting as an Employment Agency in relation to this vacancy.
Internal Number: S019
About Azusa Pacific University
Azusa Pacific University is a comprehensive, evangelical, Christian university located 26 miles northeast of Los Angeles, California. A leader in the Council for Christian Colleges & Universities, APU is committed to excellence in higher education. Offering over 80 bachelor’s, master’s and doctoral programs on campus, online, and at seven regional centers across Southern California, APU has been recognized as one of U.S.News & World Report's Best Colleges for seven years running.