Job Description

Temporary Executive Assistant (Part-Time) - College of Arts, Humanities, Science & Theology

APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another.

This position is responsible for providing executive assistant and office support to the Dean of the College of Arts, Humanities, Sciences and Theology. Serves as the Dean's confidential assistant and liaison with chairs, directors, staff, students, internal and external constituencies. Collaborates closely with the associate dean(s), department chairs, program directors, and staff.

This is a part-time position averaging 15-25 hours per week. This is a temporary position anticipated to run through May 15th, subject to change.

Required Education

Bachelor's degree or equivalent education and experience.

Required Experience

Five to seven years of administrative professional experience; higher education experience preferred.

Primary Duties/Essential Functions

• Serves as confidential assistant to the Dean of the college.
• Coordinates the Dean's calendar managing appointments, meetings, and scheduling arrangements; makes travel arrangements.
• Prepares reports and letters for both on-campus and off-campus correspondence.
• Prepares board report draft for the Dean including establishing due dates for department submissions and maintaining faculty scholarship updates.
• Manages the coordinating of the final interviews, documents, and hiring process of full-time and adjunct faculty for the college.
• Works closely with the college's departments and their chairs, staff, and faculty.
• Prepares agendas and takes minutes for internal APU committees chaired by the Dean.
• Provides administrative support to the Dean and leaders within the college.
• Receives and tracks faculty workload schedules, entering data into Activity Insight and internal spreadsheet; ensures overload forms are processed accurately, tracks school's adherence under the Faculty Handbook.
• Maintains office files, office equipment, and supplies.
• Opens, distributes, and responds to office mail.
• Screens telephone calls and visitors as appropriate.
• Monitors the office budget, tracks monthly expenditures, reconciles expenditures in Concur, enters purchase orders and processes expense reports.
• Updates and ensures the school's website pages including faculty profiles and departmental data is current.
• Responsible for daily electronic timekeeping as it applies to the scope of this position.
• Regular, punctual attendance as required by the supervisor based on department needs.
• Performs other duties related to job description as requested by the Dean.

Skills

• Experience using the computer to complete tasks, including Word documents, G-mail electronic mail, MS Excel spreadsheets, PowerPoint, and Access with skill and accuracy.
• Understand business office procedures.
• Strong oral and written skills.
• Good organizational skills.
• Must provide excellent customer service.

Mental Demands

• Able to learn quickly and retain information.
• Able to work under pressure (with distractions).
• Able to multitask and meet deadlines.
• High degree of initiative and the ability to work independently.
• In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.

Physical Demands

• Ability to lift, pull, grasp, bend to lower file drawers and reach to top of 4 drawer file cabinet.
• Ability to lift up to 20 lbs.
• Repetitive keyboard work.
• Telephone usage-hearing and speaking. Intermittent sitting and standing.
• Ability to conduct business at other offices on campus.

Visual Demands

• Computer monitor and reading.

Environment

• Pleasant office, comfortable temperatures.
• Multiple conversations and transactions occurring simultaneously.

Technologies

• Proficient in Google Apps., Microsoft Office, Word and Excel.
• Proficient in PowerPoint and Access.

Compensation

Grade 10: $25.94 to $29.83 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.

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