Administrative Assistant (TUC-Licensing)

CSU Careers•Northridge, CA

3d•Onsite

About The Position

Under general supervision, the Administrative Assistant provides support to the Licensing Department. Assistance related to Licensing includes; providing administrative support to the Director and Licensing Manager. Monitors status of potential, current, open contracts and closing contracts; reconciles, prepares chargebacks, initiate deposit refunds and check requests; creates monthly and quarterly spreadsheets and reports, dept. fund transfers updates the Licensing Long Report and reconciling costs post-event. Position requires interfacing with campus partners and clients pertaining to facility reservations, for events, processing staff timesheets, client payments, chargebacks; researches questions and discrepancies, and follows-up with clients to resolve issues. Admin Asst serves as one point of contact for requests pertaining to parking rentals; as well as coordinating/scheduling access to campus cell site facilities for general maintenance. From time to time Admin Asst will conduct film scouts and event walkthroughs of campus facilities for new or potential clients, and perform other duties as assigned.

Requirements

Equivalent to three years of full-time general office clerical and heavy administrative support experience that has provided the applicant with the knowledge and abilities listed.
Equivalent to full-time college or university education/vocational school training in business or job-related fields may be substituted for up to two years of the required experience on a year-for-year basis.
Alpha/numeric data entry at 45 keystrokes per minute.
Extensive proficiency in Microsoft Office Word, Excel, PowerPoint and Outlook.
Thorough knowledge of correct English grammar, spelling, and punctuation; and office methods and basic filing systems procedures and practices.
Ability to organize, coordinate, and prioritize multiple tasks.
Ability to learn, identify, and independently interpret and apply a variety of complex policies and procedures.
Ability to investigate, analyze, and resolve routing clerical problems.
Ability to work in a busy environment with frequent interruptions.
Ability to communicate effectively both orally and in writing.
Ability to prepare and draft memoranda and correspondence.
Ability to keep moderately complex records and files.
Ability to establish and cooperative working relationships.
Ability to operate standard office equipment; and software.

Nice To Haves

Experience with marketing, licensing or web base skills desired.
Knowledge of Photoshop, film industry, creative design software and web content management preferred.

Responsibilities

Generates Licensing agreements for both filming and rental clients; prepares invoice letter; ensures insurance requirements are adhered to.
Creates CSUN campus chargebacks for parking, police and physical plant services, processing event staff timesheets, client payments and post-event reconciliation of costs/expenses.
Coordinates all required services from various campus departments to comply with contracts.
Performs heavy phone, email contact with clients and campus departments.
Supports the Licensing Manager on management of CSUN cell site contracts, including tracking rent and utilities payments, as well as coordinates and provides access to campus facilities for annual equipment upgrades.
Prepares and maintains accounting spreadsheets, and adjustments for cell site rent and utilities, and submits final cost for invoicing.
Completes and maintains “pending” status reports, which monitors status of potential, current, open contracts, and closing contracts.
Reconciles, prepares chargeback forms, deposits, and check requests, as needed.
Researches questions and/or discrepancies, follows up with internal and external individuals to resolve issues.
Resolves non-routine issues and/or contracts involving facility rentals.
Prepares revenue transfers to campus departments and the Licensing Trust Account.
Maintain physical and digital client files.
Heavy printing and filing.
Assist in marketing programs, prepares flyers and mailers and assists with Licensing website.
Assist as needed on collaborative opportunities for TUC with other campus partners.
Participate and take meeting minutes for meetings with campus partners such as Event Coordinators Meeting, Intersect LA, and other meetings as assigned.
Support Licensing Manager by updating calendar of events and agendas.