Administrative Assistant II

AdministrativeHybrid Remote, Pleasant Hill, California


Description

Position Summary:

With limited supervision, provide administrative and staff support duties for administrators, faculty and students in SCOE and specifically in the various programs within the large ASPEC (ABA, School Psychology, Educational Counseling) department of the Sanford College of Education which serves several thousand students, requiring a range of skills and knowledge of organizational policies and procedures.   Resolve administrative problems and inquires; compose, edit and proofread correspondence and reports and prepare a range of administrative documents.

 

Essential Functions:

  • Provides administrative support for the department including document creation and coordination, gathering data for reports, copying and scanning documents, organizing and maintaining electronic and paper filing systems and managing department distribution lists.
  • Tracks progress and engages with students, faculty and administrators as necessary for monitoring retention and graduation rates and assessment of programs within the department.
  • Receives and resolves inquiries from current students, internal staff, faculty and administrators. Partners with staff to create templates for school Frequently Asked Questions (FAQ) and Fast Track flyers addressing issues, at the first customer service tier.
  • Coordinates logistics for onsite meetings, teleconference and online. Records meeting minutes as necessary.
  • Inventories, organizes and submits requests to order department office supplies, equipment and other resources, including training staff on equipment use, as well as, trouble-shoot software issues for staff.
  • Supports outreach efforts by preparing materials and serving as departments’ representative, as appropriate during COVID-19, at community events and trade shows.
  • Maintains schedule of department faculty academic leaves and office hours and Staff paid time off, including organizing and distributing mail.
  • Other duties as assigned.

 

Supervisory Responsibilities: N/A

 

Requirements:

Education & Experience:

  • Bachelor’s degree in a related field for assigned Department, a plus; and, three (3) years relevant experience supporting a department within a University setting, preferred; or equivalent combination of education and experience.

 

Competencies/Technical/Functional Skills:

  • Ability to participate as an active team member for the business unit, department and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the operations.  Demonstrates an ability to participate as an active team member working toward common goals.
  • Actively seeks opportunities to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
  • Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
  • Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
  • Working knowledge, principles and practices of office management, systems policies and procedures including knowledge of supplies, equipment, services, ordering and inventory control, within a higher education environment, preferred. Demonstrates an understanding of underlying organizational issues.
  • Ability to resolve problems using initiative and creativity, practical options may need to be assessed or identified or the problem broken down into component parts; routine data or information is gathered form standard sources and analyzed using pre-determined procedures.
  • Solid critical thinking, reasoning skills to determine a different course of action and complete tasks and/or projects.
  • Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook.  Experience using SOAR (Peoplesoft) systems desired.
  • Strong working knowledge of organizational skills with attention to details, accuracy, follow-up and follow-through.
  • Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.
  • Actively seeks to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
  • Strong interpersonal skills and the ability to effectively communicate with a wide range of individual of constituencies in a diverse community. Ability to communicate effectively orally and in writing.
  • Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.

 

Travel: No Travel Required

 

The National University System is committed to maintaining a high-quality, diverse workforce representative of the populations we serve. As a network of nonprofit educational institutions, the System employs more than 3,300 faculty and staff and serves over 41,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows for students, faculty and staff to develop their interests and talents while experiencing a sense of community and a commitment to diversity. With programs available both online and at our many campus locations, the National University System is a leader in creating innovative solutions to education and meeting the needs of our diverse student population, including adult learners and working professionals.

The National University System offers a comprehensive benefits package, competitive salaries, and an opportunity to work in an innovative environment that supports diversity. It is our policy to provide equal employment opportunities for all applicants and employees. The System does not unlawfully discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, veteran status, marital status, sexual orientation or any other basis protected by state of federal laws.