Administrative Assistant, School of Humanities and Social Sciences

Biola University•La Mirada, CA

41d•Onsite

About The Position

The Administrative Assistant supports the Dean's Office by providing administrative support and assistance to the Associate Dean and the Executive Assistant/Operations Manager. Alignment with Theological Positions The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola. Department Dean's office, School of Arts and Letters Supervisor This position reports to the Associate Dean of Letters and the Executive Assistant/Operations Manager.

Requirements

Undergraduate degree, business or communications emphasis preferred.
Data Entry: Accurate and efficient input of data in database.
Document Management: Organizing, filing, and managing paperwork (both physical and electronic).
Calendar Management: Scheduling and handling appointments, meetings, and events.
Google Workspace Proficiency: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet.
Office Administration Procedures: Knowledge of office protocols and processes.
Typing: Proficiency in keyboarding (typically 50 to 80 words per minute).
Communication: Excellent written and verbal communication skills for interacting with diverse clients and team members.Active listening to understand others' needs and respond effectively.
Problem-Solving: Identifying issues and coming up with practical solutions.Being resourceful and adaptable when faced with challenges.
Time Management: Prioritizing tasks and managing time effectively to meet deadlines.Juggling multiple responsibilities without compromising quality.
Organization: Keeping track of details, schedules, and documents.Maintaining an orderly workspace and digital files.
Adaptability: Being flexible in a dynamic work environment.Embracing changes and adjusting priorities smoothly.
Confidentiality: Handling sensitive information with discretion.Respecting privacy and maintaining trust.

Nice To Haves

General Filing: Organizing and maintaining files beyond essential records.
Strategic Planning: Thinking ahead and anticipating needs or potential challenges of supervisor or department.
Resourcefulness: Finding creative solutions and adapting to changing situations.
Assist the Associate Dean with various reports and data collection required by various institutional offices including of the Dean, Vice Provosts, the Provost and the President.
Assist the Associate Dean with schoolwide Academic Program Review processes
Serve as study tour liaison: Attend all Study Tour meetings for updates on Study Tour policies and procedures Work with Vice Provost's office to provide support for faculty in applying for and facilitating successful study tours

Responsibilities

Answering Phone Calls: Handle incoming calls and direct them to the appropriate personnel.
Scheduling Appointments and Meetings: Coordinate schedules, set up appointments, and manage calendars.
Taking Meeting Minutes: Attend meetings, record discussions, actions and prepare detailed notes, when necessary.
Ordering Office Supplies: Maintain inventory and ensure necessary supplies are available.
Maintaining Filing Systems: Organize and manage paperwork for easy retrieval by appropriate personnel.
Preparing Reports: Generate and format reports as needed.
Handling Travel Arrangements: Book flights, hotels, and transportation for supervisor and potentially team members.
Assist the Associate Dean in communicating essential information to division constituencies.
Coordinate and schedule appointments, travel details, and other various commitments for the Associate Dean.
Assist the Associate Dean in creating the agenda for Dean/Chairs meetings, record minutes in Dean/Chairs meetings, and ensure all necessary and relevant follow up to agenda items.
Assist the Associate Dean and Executive Assistant/Operations Manager with overseeing various financial responsibilities, including: a. Managing the Dean's Office budget, b. Coordinating oversight of the various department budgets in line with division and institutional priorities, c. Monitoring budget expenditures and provide accurate financial reporting data entry for the division, d. Working with Accounting to ensure that the Dean's Office expenses are addressed in a timely fashion.
Assist the Executive Assistant/Operations Manager with Faculty needs such as: a. Faculty promotion, tenure and sabbaticals b. Putting together promotion/tenure application folders for SPC review c. Adjunct Faculty Hiring d. Full Time Faculty Hiring
Process Faculty Travel Requests: a. Monitoring travel budget expenditures and overall dean's office budget
All other duties as assigned that the supervisor determines are appropriate