Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks
University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each persons dignity.
Basic Function:
Reporting directly to the Vice President of Mission & Identity, the Executive Assistant for Mission & Identity performs a broad range of sensitive, technical, and confidential administrative and operational support functions. The incumbent serves as the liaison for the Office of Mission & Identity, exercises initiative, sound judgment, controls the release of information, and takes action on behalf of the Vice President in the performance of assigned duties.
Representative Duties:
Keeps the Vice President for Mission & Identity and the University Pastor apprised of office activities, approaching deadlines, status of pending operational documents and other requested information. E
Greets office visitors with warm welcome and provides appropriate direction and hospitality.
Performs and handles a variety of administrative office details, such as travel coordination and itineraries, office supplies, equipment purchases, report and document preparation; manages and maintains various calendars for the Vice President and the University Pastor; arranges and schedules a variety of meetings and appointments; takes meeting minutes as assigned. E
Receives and screens visitors and telephone calls; responds to complaints and requests for information on policies, procedures, and systems relating to assigned responsibilities; takes messages or refers the caller to appropriate staff. E
Facilitates communications to key stakeholders including the Convocation on behalf of the Vice President, including responding to questions requiring judgment, knowledge, and interpretation of policies. E
Promote, advertise, and sustain Community Cupboard for students; interface with Campus Dining to provide meal swipes for food-insecure students; investigate and encourage partnerships with local food banks to expand the program. E
Assists with special event planning, projects, activities, including funerals, baptisms, and religious worship services and arranges for auxiliary services. E
Composes, drafts, and edits a broad range of documents including, but not limited to, donor communication, instructional information, and campus communication; uses word processing equipment and inputs and retrieves data to prepare reports using an on-line or computer system. E
Designs and produces newsletters, brochures, flyers, and other specialized documents using desktop publishing software, other computer applications, video communications, and social media. Oversees appropriate electronic archiving of all relevant documents. E
Controls the release of sensitive information to authorized personnel. E
Manages office budgets; compiles supporting data, monitors expenditure accounts, and recommends or initiates adjustments in accounts. E
Monitors and updates the Mission & Identity and Campus Ministry website to ensure data and information presented is up-to-date and easy to comprehend. E
Creates, maintains, reviews, and updates specialized and custom forms, databases, and records, to support technical work processes in areas of responsibility; including the preparation of variety of financial spreadsheets and statistical reports. E
Prepares and processes various operational documents related to business operations including activities such as purchasing, contracts, personnel and payroll. E
Hires, trains, schedules and supervises the work activities of student workers; provides work direction and schedules the work activities; reviews work for accuracy. E
Participates in divisional efforts related to an annual university day of giving with duties including developing written and video communication about Mission & Identity and Campus Ministry and advancing the thank you strategy. E
Performs other administrative duties as required to support the mission and function of the department/division.
E=Essential Duties
Knowledge Of:
University organization, operations, policies, and objectives
Office procedures, methods, and equipment
Microsoft Office applications
Principles and procedures of records management
Principles of business letter writing and report preparation
Fundamentals of English grammar, spelling, and composition
Principles and practices of customer service and public relations
Principles and practices of budget preparation and administration
Principles and practices of fiscal, statistical, and administrative research and report preparation
Basic data collection and survey methodology
Electronic meeting platforms
Event planning and implementation
Social media platforms
Ability To:
Understand and support the mission, identity, and values of the University as part of the Evangelical Lutheran Church in America (ELCA)
Welcome and affirm people of different social identities such as race, ethnicity, gender, sexuality, faith tradition, socioeconomic class, and ability
Interpret and apply general administrative and departmental policies and procedures
Operate office equipment including computers and supporting word processing, spreadsheet, publishing and database applications
Learn and apply new information and skills
Type, keyboard, and/or enter data at a speed necessary for successful job performance
Establish and maintain a variety of files and records
Independently prepare correspondence and memoranda from brief instructions
Accurately count, record, and balance assigned transactions
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person
Provide training and guidance to assigned student staff
Plan and organize work to meet changing priorities and deadlines
Understand and carry out oral and written directions
Communicate clearly and concisely, both orally and in writing
Establish and maintain effective working relationships with those contacted in the course of work
Exercise good judgment and maintain confidentiality in maintaining sensitive information, records, and reports
Exercise initiative and independence of judgment and action
Analyze, evaluate, and interpret information and data
Analyze situations accurately and adopt effective courses of action
Minimum Qualifications:
Any combination equivalent to: A Bachelors degree from a recognized college or university or three years of responsible administrative support experience of increasing variety, complexity, and responsibility.
Preferred Qualifications:
Experience in higher education, non-profit, or religious ministry setting
Licenses and Other Requirements:
None
Physical Abilities:
Working Environment:
Open office and church environment; frequent interruptions; occasional work on weekends for major university functions.
Posting Number: Staff001922022
Number of Vacancies:
Desired Start Date: 12/01/2022
Position End Date:
Open Date: 11/02/2022
Close Date: 11/20/2022
Open Until Filled: No
Application Procedure/Special Instructions:
To apply, visit https://careers.callutheran.edu/postings/10146
California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and Universitys policies, procedures, and processes.
Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.
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