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Administrative Assistant, Enrollment Services

Company: La Sierra University
Location: Riverside
Posted on: May 13, 2022

Job Description:

Job DescriptionPerforms administrative duties for the Vice President of Strategic Engagement, Enrollment and Marketing. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations.Job Duties and Responsibilities:Serve walk-in and telephone customers on a daily basis.Serve as communication liaison between Enrollment Services and other departments on campus (i.e. complaints, suggests, departmental requests, etc.).Process and sort daily email inquiries and requests (La sierra web mail; info@lasierra.edu is forwarded to Communications Manager staff email).Ordering of office supplies through Office Depot.Maintains inventory of all marketing pieces and materials and communicates with Marketing Manager and Purchasing Department regarding printing of general office materials (i.e. department letterhead and envelops, mailing envelops, University Experience brochures, pens, etc).Communicates with IT Department regarding equipment maintenance and replacements (i.e. copy machine, fax machine, student and staff computers).Occasional travel with or on behalf of Enrollment Services to meetings, college fairs or school visits.Create business documents using word processing software.Transcribe mailable documents.Create various types of business documents using spreadsheets and presentation software. Compose various types of business correspondence applying appropriate writing techniques, accurate spelling, correct punctuation, and proper grammar.Monitor Enrollment Services budget.Process departmental invoices, expense reports, check requests, departmental vouchers etc. with Accounting and Accounts Payable.Process all Enrollment Services budget transfers with Financial Administration and Accounting.Manage general Enrollment Services petty cash.Process all Enrollment Services student employee time using Payroll's Kronos software.Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. Improves quality results by studying, evaluating, and re-designing processes; implementing changes.Monitors Payroll's Kronos for hourly staff and approves time changes, vacation and sick time.Qualifications: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education/Experience: Bachelor degree (B. A.) in areas such as business, marketing or office administration; A minimum of three - five years related experience in a similar position and/or training; or equivalent combination of education and experience. Or in lieu of education, 10+ years' experience. Experience in event planning, strong customer service skills and problem solving skills. Must possess a valid California Driver's License.Language Ability: Communication and collaborative skills for working with faculty, staff and administrative personnel in an educational environment. Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public as this position frequently communicates complex information. Ability to train and monitor others' performance. Ability to present, resolve conflicts and address delicate situations.Math Ability: Demonstrate a working knowledge of the accounting cycle.Reasoning Ability: Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Demonstrate knowledge of record management principles and filing procedures in maintaining business documents. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables.Computer Skills: Familiarity with hardware and software relevant to the higher education instructional environment. Advanced computer skills and the ability to train others in system usage. Integrate electronic office/business skills with decision making skills.Supervisory Responsibilities: Supervision of student workers hired to assist in managing technology support.Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate.Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts and risk of electrical shock.The noise level in the work environment is usually moderate.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.Additional Information: Ability to handle assignments that are sensitive and or confidential. Requires preparation in business skills, general education and administrative capability. Requires a high degree of professional independence, initiative and self-discipline. Demonstrate knowledge of communication and mathematical skills. Knowledge and ability of proper phone etiquette. Ability to work as a member of a team. Ability to work in a fast-paced, office-type working environment. Ability to represent La Sierra University well with external publics, including knowledge about the University as an academic institution. Professional behavior at all times, including relationships with faculty, students, community partners and external publics. Familiarity with academic institutions including the role of faculty, administration, students and support staff. Ability to maintain a high level of confidentiality at all times. Ability to motivate and persuade others. Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Problems are highly varied, complex and often non-recurring, novel and require creative approaches to resolutions. New concepts and approaches may have to be developed. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Keywords: La Sierra University, Riverside , Administrative Assistant, Enrollment Services, Administration, Clerical , Riverside, California

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