Administrative Assistant
Point Loma Nazarene University - San Diego, CA

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Provide secretarial and administrative support to the Dean of the School of Education, supervision of student workers and program assistant to Liberal Studies program on the main campus.

Responsibilities:
- Provide administrative support services to the Dean, including processing mail, filing, answering, screening, and routing telephone calls, making travel arrangements, scheduling appointments, and maintaining department supplies. Prepare correspondence, reports, memorandums, etc. Independently respond to letters and general correspondence of a routine nature. Responsible for final proofreading of documents.
- Serve as the lead and a resource to the other assistants at the centers to maintain integrity and consistency of processes, procedures, records and contracts across the SoE.
- Take minutes of faculty and Dean’s Council meetings and post to the shared drive.
- Serve as receptionist for the School of Education and undergraduate Liberal Studies program, schedule appointments with undergraduate prospective and current Liberal Studies students with faculty advisors.
- Supervise work study students assigned to School of Education main campus.
- Coordinate School of Education documents and reports for state and national accreditation.
- Work with school district contact personnel to place undergraduate students in local schools and ensure the completion of all student paperwork to complete the placement.
- Maintain a data base of undergraduate candidates completing their observations including the required health and Department of Justice clearances.
- Maintain a working relationship with public, private and Christian schools to ensure quality and completion of the undergraduate placements according the required PLNU , state and federal standards.
- Coordinate School of Education records for faculty evaluation and scholarship.
- Handle arrangements for travel and conference attendance for the Dean and occasionally for regional center faculty and staff as needed.
- Process check requests and expense reimbursements for the School of Education part-time and full-time faculty as well as staff members of four Regional Centers: San Diego (main and Mission Valley), Arcadia, Bakersfield and Inland Empire.
- Arrange meetings and student department chapel (master calendar, set-up, media requests, catering) Assist with agenda preparation, gather information and contact meeting participants as necessary. Responsible for arrangements pertaining to on-campus visits by prospective faculty.
- Generate adjunct and overload contracts, mailing and receipt of signed contract letters for part-time faculty for fall, spring, and summer sessions. Process and maintain adjunct personnel files and records. Update and activate faculty information in CARS database.
- Serve as office manager to provide assistance with work orders, service requests, housekeeping issues, and supply inventory and purchases.
- Coordinate School of Education Commencement Breakfast each spring in cooperation with EDUCAP (Education Alumni Association).
- Coordinate faculty evaluation process working with staff at each regional center, to include: distribute student evaluation forms to faculty as requested; email respective campus directors and faculty along with completed evaluation reports returned by processing vendor.
- Track responsible budgets ensuring expenditures are within budgetary allocation.
- May be responsible for Emergency Response in their assigned building.
- Perform other duties and assignments as required.

Qualifications:
- Three years of administrative assistant experience required. Experience working in education or higher education preferred.
- Proficiency with software such as Word, Windows, and Excel. Ability to type 50 wpm.
- Understanding of and commitment to the spiritual mission of Point Loma Nazarene University.
- Ability to compose correspondence using correct English, spelling, grammar, punctuation, syntax, format, and accurate proofreading.
- Accuracy and attention to detail.
- Strong organization skills and the ability to use independent judgment in prioritizing tasks while experiencing frequent interruptions.
- Ability to maintain confidentiality.
- Ability to communicate and exercise important human relation skills in establishing and maintaining effective working relationships with the Point Loma community and the general public.

Physical Demands (if applicable):
Sitting for periods greater than one hour. Use of computer equipment: computer keyboard, mouse, and monitor. Vision to read documents, e-mail and other correspondence, and reports on paper and computer monitor. Hearing and speaking to communicate effectively with others in person and by phone. Will also stand, stoop, push, pull, and lift up to 10 lbs throughout the day.

Selection Process:

Posting Date:
06/17/2013

Application Deadline:

Open Until Filled
Yes

Special Instructions to Applicants:

Point Loma Nazarene University - 16 months ago - save job - copy to clipboard
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