Executive Assistant for Academic Affairs

$58,240 - $66,560/Yr

California Lutheran University - Thousand Oaks, CA

Full-time - Entry Level

Thousand Oaks, CA

1,001-5,000 employees

Educational Services

About the position

The Executive Assistant for Academic Affairs at California Lutheran University plays a crucial role in supporting the Provost and Vice President for Academic Affairs, as well as the Manager of Academic Affairs. This position requires a high level of independence and discretion, as the incumbent will manage a variety of complex administrative tasks and serve as a liaison to both internal and external stakeholders. The role is essential in ensuring the smooth operation of the Office of Academic Affairs, which includes controlling the release of sensitive information and exercising sound judgment in all assigned duties. The Executive Assistant will be responsible for managing the Provost's calendar, which includes scheduling appointments and prioritizing sensitive matters. This involves maintaining various calendars, arranging meetings, and taking minutes during staff and committee meetings. The incumbent will also handle a range of administrative details such as travel coordination, office supplies management, and personnel document preparation. Additionally, the role includes liaising with the Board of Regents and other Academic Affairs committees, responding to inquiries, and managing communications with various stakeholders. In terms of budget management, the Executive Assistant will collect and compile statistical and financial data for reports, track budgets, and assist with budget requisitions and adjustments. Communication responsibilities include preparing weekly Faculty Announcements, drafting memos, and maintaining the Academic Affairs website. The position also requires the ability to prepare reports, manage confidential files, and support special events and faculty searches. Overall, this role is integral to the functioning of the Academic Affairs division, requiring a proactive approach and the ability to work under pressure while maintaining confidentiality and professionalism.

Responsibilities

• Manage the Provost's calendar, including making appointments and prioritizing sensitive matters.
• Maintain various calendars; arrange and schedule meetings and appointments; take minutes as assigned.
• Handle administrative office details such as travel coordination, office supplies, and personnel document preparation.
• Serve as a liaison with the Board of Regents and other Academic Affairs committees as required.
• Receive and screen visitors and telephone calls, responding to inquiries and requests for information.
• Assist with special event planning, including Commencement and faculty retreats.
• Assist with annual Faculty searches and periodic Dean and VP searches involving the Provost.
• Maintain faculty lists and records for full-time and adjunct faculty.
• Keep the Provost and Manager of Academic Affairs informed of office activities and deadlines.
• Conduct special studies and recommend procedural changes for greater productivity.
• Collect and compile statistical and financial data for reports; prepare reports as necessary.
• Track various Academic Affairs Division budgets and reconcile university credit card(s).
• Prepare and initiate budget requisitions, transfers, and reimbursements.
• Prepare and distribute Faculty Announcements email weekly.
• Draft memos and prepare communications on behalf of the Provost.
• Maintain the Academic Affairs website and update organization charts as necessary.
• Create and maintain specialized forms, databases, and confidential files.

Requirements

• Bachelor's degree from a recognized college or university.
• Three years of responsible administrative support experience of increasing variety, complexity, and responsibility.

Nice-to-haves

• Experience in higher education.