Administrative Assistant - American Jewish University

Job Title:        Administrative Assistant- Ziegler School of Rabbinic Studies
Status:             Full-Time Exempt/Salary (35 hr. per week, Friday closure at 2:30pm)
Location:        Beverly Hills, CA  90212
Salary Range: $67,000-$75,000 annually (pay commensurate with experience)

Who We Are:

American Jewish University (AJU) is a thriving center of Jewish resources and talent that serves the Jewish community of the twenty-first century. A portal for Jewish belonging, AJU equips students, faculty, campers, and learners of all ages with the tools to create the ideas, build the structures, and develop the programs to advance Jewish wisdom and elevate Jewish living.

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Ziegler School of Rabbinic Studies:

The Ziegler School of Rabbinic Studies mission is to foster an unprecedented blend of academic rigor, emotional warmth and openness, traditional and innovative spirit in the service of God, Torah, and Israel. The School fuses the methods and findings of the academic study of Judaism with the fervor and devotion of traditional study and observance. The School focuses on the journey of each rabbinical student to produce extraordinary rabbis to lead the Jewish people in a renaissance of talmud Torah (learning), shmirat mitzvot (observance), and gemillut hesed (acts of social justice and personal compassion). In this way, the School strengthens and energizes Conservative Judaism and Klal Yisrael.
 

Job Duties
The Administrative Assistant is responsible for running the front office for the Ziegler School for Rabbinic Studies. They are the front-line support for students, faculty, other university staff and building management, in addition to providing executive assistance to the three school deans. Strong communication, problem solving, flexibility and interpersonal skills are required for day-to-day success in supporting a dynamic and busy educational environment. 

Duties and Responsibilities

• Facilitate executive-level operations: managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, submit expense reports and send communications as needed.
• Manage front office: answering phones, welcoming guests, booking space reservations, communication with building management and other internal departments as needed. ordering supplies, sorting and distributing correspondence.
• Respond to student and faculty inquiries and requests, including items such as photocopying, managing class rosters, and maintaining contact information. Provide tech assistance when needed for classes and events.
• Prepare weekly communication to be sent to students and faculty that provides updates on events, community announcements and pertinent school updates.
• Compose singular and mail merge correspondence. Manage email lists, distribution, and list updates.
• Assist with meeting and event coordination (i.e., community wide ordination, school lunch and learns, study days, outside speakers, orientations, holiday events) including invitation lists and mailings, monitoring RSVP and attendance, room reservations, supplies, and coordinating with catering/food services and outside vendors.
• Expense report management. Coordinate back up receipt collection for monthly expense reports and reimbursements, complete monthly reports in accounting system (Concur).
• Perform general accounting duties: preparation and/or processing payment invoices, data entry for budget monitoring and reconciliation.
• Support Associate Dean and university Registrar with faculty contracts, semester class schedules, communications.

Qualifications

• Bachelors degree or equivalent preferred.
• Strong technical and computer skills.
• Experience working in an office or educational environment, answering phones and fulfilling requests. 
• Good organizational and administrative skills   
• Strong written and verbal communication skills.   
• Billing, expense management and budgeting. 
• Strong customer service and interpersonal skills.  
• Autonomous and self-sufficient with a proven ability to stay on task and on deadline.  
• Proven ability to multi-task and prioritize work for maximum productivity.
• Excellent project management skills, including planning and scheduling. 
• Proficiency in Word, Excel, Zoom and ability to quickly learn new technology.

Preferred Qualifications

• Knowledge of non-profit and/or academic institutions
• Familiarity with Jewish community/religious vocabulary

This may not be all inclusive and responsibilities may change over time.



 

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