Job description

Woodbury University invites applications for the position of Administrative Assistant in the School of Architecture. The Administrative Assistant reports directly to the Administrative Coordinator (AC) of the School of Architecture, Burbank - Los Angeles campus. In collaboration with the Administrative Coordinator, the Assistant provides secretarial and administrative support to the School Administration, faculty members, and students in the departments of Architecture, Interior Design, Computer Science - Media Arts, Computer Science – Design Computation, Construction Management, and Sustainable Practices.

This position qualifies for University sponsored employee benefit plans and programs (e.g., group health insurance, life insurance, tax deferred annuity plan, annual vacation, sick, and paid holidays), subject to the eligibility requirements and conditions of each plan and program.

Responsibilities

• Work in conjunction with the Administrative Coordinator to maintain workflow and coverage in the School of Architecture Faculty Center as needed. Help maintain professional business environment in the office.
• Assist faculty, students, staff, and visitors with inquiries regarding school activities.
• Provide administrative support to the dean, department chairs, directors, coordinators, and full- and part-time faculty of the School of Architecture. These duties include, but are not limited to, the following: Answer phone calls, greet and assist visitors with courtesy.

Reserve studio review spaces ahead of each semester and keep a schedule of pinups/reviews throughout the semester; reserve event spaces and conference rooms when requested.
Submit various types of requests: facility reservation, IT Helpdesk, Maintenance, catering, security, etc.
Schedule advising appointments and department meetings; maintain department Chairs’ and full-time faculty’s appointment calendars.
Maintain electronic student advising files on a regular basis.
Process work experience forms and maintain the student work experience database.
Schedule studio finals at the end of each semester.
In the beginning of each semester, at the studio coordinators’ request, create studio class lists with GPAs and/or recent studio grades.

• At the end of each semester, prepare the failed- or low-studio-grade letters and the Dean’s List letters and discretely distribute them to the recipients.
• Create, file, and store School records consistently to ensure easy retrieval.
• Keep inventory, order, and maintain supplies for the faculty offices and classrooms.
• Assist AC with processing check requests, reimbursements, purchase orders, and expense reports, and other office forms.
• Assist faculty, students, and staff with policies, procedures, and paperwork.
• Assist with organization and coordination of faculty meetings. Take meeting minutes as needed.
• Make travel arrangements if needed.
• Create letters, memos, flyers, charts, tables, spreadsheets, mail merges, labels, etc., using various MS Office applications. Distribute them as appropriate.
• Update—regularly—the following files and send out reminders for upcoming deadlines as appropriate: faculty address/contact list

SoA event calendar
SoA academic calendar
student resource guide
scholarship list

• Assist with collection, posting, duplication, distribution and filing of course syllabi. Ensure that all syllabi are posted on the Syllabi Library, and an electronic copy of each syllabus is saved on the shared SoA server.
• Perform copying and scanning as required.
• Help coordinate logistics for accreditation visits, lecture series events, faculty searches, and other school activities.
• Help the Administrative Coordinator with training and mentoring part-time employees and overseeing their work.
• Assist with providing orientation to new faculty and staff members.
• Perform other duties as assigned or requested. The list of duties may evolve with time.

Qualifications and Requirements

• Some college coursework completed is required; Bachelor Degree is strongly preferred.
• A minimum of three years of progressively responsible experience in the administrative support setting.
• A minimum of six months of administrative support experience in educational environment is desired.
• Proficiency in MS Office Word, Excel, and Outlook is required; PowerPoint, and Adobe Design Suite (Acrobat, Illustrator and Photoshop), preferred.
• Excellent interpersonal communication ability and strong customer service skills.
• Accurate keyboard skills and good grammar and spelling.
• Attention to detail is required.
• Punctuality and professional conduct.
• Sense of timing and prioritizing of duties.
• Ability and willingness to learn new software applications and network systems.
• Must be a self-starter and possess the ability to follow through on complex projects.
• Familiarity with the typical office equipment, filing procedures, and other office operations systems.

Physical Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed are representative of the knowledge, skill, and/or ability required.

• Close vision, hearing/listening, and clear speech.
• Manual hand/fingers dexterity.
• Walking, lifting and carrying up to 25 pounds.
• Ability to utilize office equipment such as computers and copiers
• Combination of sedentary work, kneeling, stooping, bending, sitting, squatting, standing, etc.
• Works with/around and has verbal and face-to-face contact with others.
• Works indoors in an office environment majority of the time.
• Simple to complex reading, writing, clerical, and math ability.

APPLICATION: Review of applications will begin Immediately and remain open until filled.

All application materials must be submitted through the Woodbury University Job Board. Email applications and submissions on third party platforms will not be considered. Submissions must include:

• Current resume/CV listing educational and employment history
• Cover Letter providing some detail of the applicant’s qualifications and interest in the position
• Contact information for at least three professional references

About Woodbury University

Located in Southern California at the global epicenter of creativity and influence, Woodbury University earns its reputation as a leading creative university thanks to nationally ranked programs in its School of Architecture and School of Media, Culture & Design. What makes the university unique is the array of unparalleled academic offerings in its School of Business and College of Liberal Arts and Sciences. The university has been named a College of Distinction for 7 years running and has earned NASAD (MCD, architecture), AACSB (business), WSCUC, ACBSP (business), CIDA (architecture), and NAAB (architecture) accreditations. With an 8:1 student-to-faculty ratio, students learn from one of the most professionally accomplished faculties in the world, intern and work at the most innovative companies in the world, and go on to build careers that others only dream of. Please follow the link to learn more about Woodbury University: https://woodbury.edu/about/about-woodbury/facts-and-figures/

Job Type: Full-time

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Burbank, CA 91504: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location

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