Administrative Assistant - University at Jobot
Los Angeles, CA 90035
About the Job
This Jobot Consulting Job is hosted by: Dylan Currier
Are you a fit? Easy Apply now by clicking the "Quick Apply" button
and sending us your resume.
Salary: $25 - $30 per hour
A bit about us:
We are a major university that needs an Admin Assistant while we have someone on maternity leave. This project will last about 2 months. This position will be onsite Monday - Thursday in the Beverly Hills area.
Why join us?
Job Details
Position Overview:
The Administrative Assistant to the Dean provides vital administrative support to the Dean and other faculty and staff within the office. This position involves a variety of tasks that require strong organizational skills, attention to detail, and a customer-service mindset. The Administrative Assistant will be responsible for managing schedules, coordinating events, handling correspondence, and supporting the day-to-day operations of a busy academic office. The ideal candidate will be proactive, resourceful, and able to work effectively in a dynamic and fast-paced environment.
Key Responsibilities:
Front Office Support:
Serve as the first point of contact for the office, greeting visitors, answering phones, and managing inquiries. Provide a welcoming and professional environment for students, faculty, staff, and guests.
Scheduling & Calendar Management:
Coordinate appointments, meetings, and events for the Dean, Associate Dean, and faculty as needed. Manage and maintain complex calendars, ensuring optimal time management and preventing scheduling conflicts.
Correspondence & Communications:
Draft, compose, and proofread general correspondence, including letters, emails, and mail merges. Prepare presentations, reports, and other documents as requested. Ensure all communication is clear, professional, and timely.
Event & Meeting Coordination:
Assist with organizing meetings, conferences, and events by coordinating RSVPs, managing space reservations, ordering catering, and overseeing the preparation of event materials. Collaborate with external vendors and campus facilities to ensure smooth event execution.
Financial Administration:
Process and track invoices and reimbursements, including gathering receipts and verifying expenditures for budget monitoring and reconciliation. Enter and maintain data accurately for financial records.
Student & Faculty Support:
Provide administrative support to students and faculty (both full-time and part-time), responding to inquiries, requests for photocopying, and other needs. Ensure effective communication between faculty, students, and the administrative office.
Class Schedule & Faculty Coordination:
Assist the Associate Dean and Registrar with details related to the class schedule, faculty assignments, and communications. Help ensure that all relevant stakeholders are informed of schedule changes or updates.
Special Projects:
Support the Dean and/or Associate Dean with special projects, which may include research, report generation, data analysis, or other administrative tasks as needed.
Filing & Recordkeeping:
Maintain accurate and organized files for the office, including confidential student and faculty records, administrative documents, and other necessary paperwork.
Qualifications:
High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
At least 2 years of administrative experience, preferably in a university or academic setting.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Ability to work independently, exercise discretion, and maintain confidentiality.
Strong customer service orientation and ability to interact professionally with a diverse population.
Flexible and adaptable, with the ability to handle shifting priorities in a fast-paced environment.
Preferred Qualifications:
Experience with budget management and financial recordkeeping.
Familiarity with university systems and processes (e.g., scheduling, room reservations).
Knowledge of event planning and coordination.
Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.
Are you a fit? Easy Apply now by clicking the "Quick Apply" button
and sending us your resume.
Salary: $25 - $30 per hour
A bit about us:
We are a major university that needs an Admin Assistant while we have someone on maternity leave. This project will last about 2 months. This position will be onsite Monday - Thursday in the Beverly Hills area.
Why join us?
- Health, Dental, Vision
Job Details
Position Overview:
The Administrative Assistant to the Dean provides vital administrative support to the Dean and other faculty and staff within the office. This position involves a variety of tasks that require strong organizational skills, attention to detail, and a customer-service mindset. The Administrative Assistant will be responsible for managing schedules, coordinating events, handling correspondence, and supporting the day-to-day operations of a busy academic office. The ideal candidate will be proactive, resourceful, and able to work effectively in a dynamic and fast-paced environment.
Key Responsibilities:
Front Office Support:
Serve as the first point of contact for the office, greeting visitors, answering phones, and managing inquiries. Provide a welcoming and professional environment for students, faculty, staff, and guests.
Scheduling & Calendar Management:
Coordinate appointments, meetings, and events for the Dean, Associate Dean, and faculty as needed. Manage and maintain complex calendars, ensuring optimal time management and preventing scheduling conflicts.
Correspondence & Communications:
Draft, compose, and proofread general correspondence, including letters, emails, and mail merges. Prepare presentations, reports, and other documents as requested. Ensure all communication is clear, professional, and timely.
Event & Meeting Coordination:
Assist with organizing meetings, conferences, and events by coordinating RSVPs, managing space reservations, ordering catering, and overseeing the preparation of event materials. Collaborate with external vendors and campus facilities to ensure smooth event execution.
Financial Administration:
Process and track invoices and reimbursements, including gathering receipts and verifying expenditures for budget monitoring and reconciliation. Enter and maintain data accurately for financial records.
Student & Faculty Support:
Provide administrative support to students and faculty (both full-time and part-time), responding to inquiries, requests for photocopying, and other needs. Ensure effective communication between faculty, students, and the administrative office.
Class Schedule & Faculty Coordination:
Assist the Associate Dean and Registrar with details related to the class schedule, faculty assignments, and communications. Help ensure that all relevant stakeholders are informed of schedule changes or updates.
Special Projects:
Support the Dean and/or Associate Dean with special projects, which may include research, report generation, data analysis, or other administrative tasks as needed.
Filing & Recordkeeping:
Maintain accurate and organized files for the office, including confidential student and faculty records, administrative documents, and other necessary paperwork.
Qualifications:
High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
At least 2 years of administrative experience, preferably in a university or academic setting.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Ability to work independently, exercise discretion, and maintain confidentiality.
Strong customer service orientation and ability to interact professionally with a diverse population.
Flexible and adaptable, with the ability to handle shifting priorities in a fast-paced environment.
Preferred Qualifications:
Experience with budget management and financial recordkeeping.
Familiarity with university systems and processes (e.g., scheduling, room reservations).
Knowledge of event planning and coordination.
Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.
Salary
25 - 30 /year