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Administrative Assistant (Career Services)

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State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

For more information, please see The Baptist Faith and Message.

Posting Details

Position Information

Job Title Administrative Assistant (Career Services)
Posting Number S510P
Classification Title

Position Summary Information


To provide support to the Career Services and its staff at California Baptist University by performing the following duties.

Essential Duties and Responsibilities

Other duties may be assigned.
1. Serves as receptionist for the Department.
2. Provides administrative and secretarial support to the staff of the Career Services. .
3. Manages supervisor’s calendar and independently schedules appointments.
4. Prepare and document requisitions and department P.O.’s for Director’s signature, forwarding to Accounting.
5. Directs incoming calls and correspondence, and responds independently when possible.
6. Composes and prepares confidential correspondence, reports, and other complex documents.
7. Creates and maintains database and spreadsheet files.
8. Receives and distributes incoming mail. Ensures that mail goes out on time.
9. Maintains confidential records of keys, access codes, credit cards and issues same.
10. Assists the Director on specific projects related to the long-term goals of the University, such as strategic planning, fiscal responsibility, and the like.
11. Organizes and maintains file system, and files correspondence and other records.
12. Prepares outgoing mail and correspondence, including e-mail and faxes.
13. Orders and maintains supplies, and arranges for equipment maintenance.
14. Assist in employer relations.
15. Coordinate and implement Career Services events.
16. Manage Online Career Services Management System.
17. Assist students in the use of departmental resources.

Supervisory Responsibilities

This position could be responsible for assigning work and/or giving direction to part-time Student Workers, in order to complete office work assignments.

Other Knowledge Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
 Skill in the use of personal computers and related software applications.
 A thorough knowledge of: Business English and arithmetic; general office methods, procedures and practices.
 Ability to plan, develop, and coordinate multiple projects.
 Ability to read and write at a level appropriate to the duties of the position.
 Ability to gather data, compile information, and prepare reports.
 Strong organizational skills and detail oriented.
 Ability to maintain confidentiality.
 Knowledge of standard budgeting, and expenditure control procedures and documentation.
 Ability to interpret, adapt, and apply guidelines and procedures.
 Strong interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff and student body.
 Offices supply vendor coordinator; responsible for ordering and maintaining suitable levels of office supplies. Auditing vendor invoices for accuracy, and submitting invoice for payment.
 Travel coordinator; responsible for making travel arrangements.
 Ability to coordinate and organize meetings and/or special events.
 Ability to interpret, adapt, and apply guidelines and procedures.
 Ability to make administrative/procedural decisions and judgments.
 Ability to create, compose, and edit written materials.
 Excellent telephone courtesy, knowledge and experience.
 Ability to develop and maintain recordkeeping systems and procedures.
 Ability to resolve customer complaints and concerns.

Education and/or Experience

Associate’s degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Posting Detail Information

Open Date
Remove from Web
Open Until Filled
Special Instructions to Applicants
Nondiscrimination Statement

State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a Christian?
    • Yes
    • No
  2. * Do you attend church regularly?
    • Yes
    • No
  3. If no, please explain (required):

    (Open Ended Question)

  4. * Are you both familiar with and not in conflict with the fundamental doctrines and practices of the California Southern Baptist Convention as stated in the Baptist Faith and Message dated June 14, 2000? (Please see above link for more information)
    • Yes
    • No

Applicant Documents

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter
  3. Other Document
  4. Other Document 2