Administrative Assistant (Confidential Office Support I)

California State University•Fullerton, CA

8d•Onsite

About The Position

The University is searching for a member of staff who is diplomatic, proactive and possesses excellent communication skills to join the President's Office as an Administrative Assistant (Confidential Office Support I). The ideal candidate in this role should have a positive attitude and an active, energetic mind that is characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness. Under general supervision, the Administrative Assistant provides essential clerical and administrative support to the President's Office. As the initial point of contact for visitors and callers, this role involves assisting with routine inquiries and directing them to the appropriate resources. Key responsibilities include screening phone calls, drafting both routine and confidential correspondence, and maintaining confidential records with a high degree of discretion. The Administrative Assistant supports both physical and digital filing systems, handling sensitive mail, and assisting with various office functions such as record keeping and scheduling. This role requires the ability to interpret and apply campus-wide and system-wide operating policies and procedures. Additional duties include making reservations and scheduling for the President's Office conference room, as well as preparing and maintaining meeting spaces. The Administrative Assistant also provides support for events, hospitality, and purchasing activities. Acting as a delegate, the role involves reconciling procurement cards and supporting travel. Requires a commitment to maintaining confidentiality and providing exemplary administrative support to ensure the smooth operation of the President's Office. Other duties as assigned.

Requirements

High School diploma or the equivalent
At least one year of general office experience
Possession of fundamental written and oral communication skills, including a basic foundation in English grammar, spelling, and punctuation
Ability to understand basic office procedures, operate standard office equipment and software, and perform basic arithmetic
Possession of basic typing and keyboard skills
Ability to provide work direction, train, and provide guidance to other employees
Ability to make recommendations on employee staffing issues
Ability to coordinate events and special projects
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license and/or reliable means of transportation.

Responsibilities

Screening phone calls
Drafting both routine and confidential correspondence
Maintaining confidential records with a high degree of discretion
Supporting both physical and digital filing systems
Handling sensitive mail
Assisting with various office functions such as record keeping and scheduling
Interpreting and applying campus-wide and system-wide operating policies and procedures
Making reservations and scheduling for the President's Office conference room
Preparing and maintaining meeting spaces
Providing support for events, hospitality, and purchasing activities
Reconciling procurement cards
Supporting travel