Front Office Assistant (Administrative Support Assistant II)

Careers Listing•Fullerton, CA

6d•Onsite

About The Position

The Department of Finance within the Division of Academic Affairs is seeking an exceptional individual to join their team as the Front Office Assistant (Administrative Support Assistant II). The ideal candidate will possess a positive attitude, an active and energetic mind, and demonstrate highly ethical practices with a commitment to inclusivity, openness, flexibility, integrity, and kindness. This role provides essential clerical and administrative support for the department's daily operations, working collaboratively with office staff under the direction of the department chair and oversight by the department coordinator.

Requirements

High School diploma or the equivalent.
General working knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office methods, procedures, practices, and equipment.
Thorough knowledge of English grammar, punctuation, and spelling with demonstrated competence in effectively presenting standard information in writing.
Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data.
Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Basic typing and keyboarding skills.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license.

Responsibilities

Provide office reception duties, including answering telephones, greeting visitors, and distributing mail.
Maintain and update physical and computer files.
Make travel and lodging arrangements, and process travel requests and reimbursement authorizations for faculty, students, the department chair, and search candidates.
Provide oversight and training for student workers and create their working schedules.
Offer administrative support and guidance to faculty and students, including textbook orders and processing of permits, grade records, and other related documents.
Assist with departmental events and projects related to student success, including student mentoring coordination.
Request facility work orders and maintain office equipment, providing equipment training.
Reconcile department P-Card.
Serve as the primary Department IT Coordinator (DITC).
Work with colleagues across the college and university.
Attend training and relevant departmental and college meetings.
Perform other duties as assigned.