Administrative Office Assistant (Confidential Office Support I)

CSUF•Fullerton, CA

10d

About The Position

Serving over 40,000 students, many of whom are the first in their family to attend college, California State University, Fullerton is one of the most transformative universities in the state. There is an opportunity to grow a career. 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 Office 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 Office 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 Office 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 Office 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

Bachelor’s degree from an accredited four-year college or university or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential function of the position.
Must have a basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license.

Responsibilities

Provides essential clerical and administrative support to the President's Office.
Assists with routine inquiries and directing them to the appropriate resources.
Screening phone calls
Drafting both routine and confidential correspondence
Maintaining confidential records with a high degree of discretion.
Supports both physical and digital filing systems, handling sensitive mail, and assisting with various office functions such as record keeping and scheduling.
Interpret and apply campus-wide and system-wide operating policies and procedures.
Making reservations and scheduling for the President's Office conference room, as well as preparing and maintaining meeting spaces.
Provides support for events, hospitality, and purchasing activities.
Acting as a delegate, the role involves reconciling procurement cards and supporting travel.
Maintaining confidentiality and providing exemplary administrative support to ensure the smooth operation of the President's Office.
Other duties as assigned.