Temporary Administrative Assistant

Pepperdine University • Malibu, CA

2d • $21 - $22

About The Position

The Temporary Administrative Assistant manages all front desk responsibilities.
These include, but are not limited to, hiring and supervising student employees
(who are the primary point of contact for students, families and other
departments), routing emails, incoming mail, phone calls, walk-in traffic,
scheduling appointments and assisting students and families with appeals. This
position will serve as the main point-of-contact for
students, families, and
student employees, working to communicate effectively with them on an
intellectual, emotional, and spiritual level to ensure they understand the
financial assistance process.

The above information has been designed to indicate the general nature and level
of work performed by employees within this classification. It is not designed to
contain or be interpreted as a comprehensive inventory of all duties,
responsibilities, and qualifications required of employees assigned to this job.

Requirements

• Bachelor's degree.
• Minimum three years of customer service in a fast paced office environment.
• Strong communication/public relations skills.
• Ability to clearly articulate verbally/in writing.
• Strong organizational skills; strong ability to multi-task/prioritize; highly detail-oriented; excellent grammar/proofreading/writing skills.
• Ability to manage multiple calendars/email accounts.
• Ability to function effectively/independently in emotionally-charged situations.
• Active listening; complex problem-solving and the ability to work as a team member and a positive role model to student workers and others.
• Well versed in Microsoft Word, Excel and Google Suite.

Nice To Haves

• Experience in a Financial Aid Office, at least three years of supervisory experience.
• At least one year of experience in a predominately technology-driven position.
• Proven work experience in a position that deals with highly confidential information.
• PeopleSoft experience.
• Ability to manage and proactively audit paperless processes.
• Ability to describe processes in multiple ways.
• Working knowledge of imaging software Etrieve and scholarship software Blackbaud Award Management (formerly known as AcademicWorks), Etrieve/Soft Docs (document imaging software).

Responsibilities

• Hire, manage and train student employees (including auditing all processes by student workers).
• Manage and track submitted online appeals, as well as process, route, communicate with students/families and staff regarding status of appeals.
• Manage all front desk responsibilities (multi-line telephone, email, incoming mail, walk ins, scheduling appointments, answering financial assistance questions, explaining processes, forms, and updates in PeopleSoft, etc).
• Collaborate with supervisor on a weekly and/or as needed basis.
• Manage document processing in the imaging system (Etrieve), scanning, organizing and verifying scanned documents, unfiled area and efax, as well as auditing this process.
• Manage updates of forms, letters, emails and auto response for general office email, financial aid survey, Pepperdine financial assistance website, front desk policies and procedures. Update and follow a yearly Office Manager timeline.
• Provide administrative support to Directors, organize events, order supplies, manage office inventory and surplus (such as computers, monitors, etc.), reallocate and substantiate credit cards, process requisitions and invoices.
• Manage the Outside Scholarship process, including verification of the requirements and authenticity of all submissions.
• Manage the processing of scholarship checks and deposits through CashNet.
• Perform other duties as assigned.
• Uphold University mission through work performed.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level