LFCE Administrative Assistant II

Job description

University of La Verne

LFCE Administrative Assistant II

Job Description Summary:
The University of La Verne is a private not-for-profit university founded in 1891 located in La Verne, California. The core values that we live by are Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community and Civic Engagement.
>>>If you're passionate about these values, join us at University of La Verne!

Provides administrative support to LaFetra College of Education (LFCE) Program Chairs, Faculty/Adjunct Faculty, Leadership Programs Coordinator, Business Manager, and Regional Campuses; responsible for the daily administrative operations of the Ed. D. program and other leadership programs including Ed. Leadership and Social Justice. Provide faculty and student support; communicate program information, requirements, and policies/procedures to prospective and current students, faculty and staff; process faculty and adjunct faculty contracts, process various payments and provide Ed. D. program support.

Specific Duties:

  • Provides administrative support to Business Manager, Leadership Programs Coordinator, Program Chairs, faculty/adjunct faculty, including coordinating and scheduling meetings, reserving classroom space and/or conference space, facility requests, and/or technology requests. Assists with textbook orders and processing catering orders.
  • Processes new faculty onboarding packets, verify new instructor approval forms (QMS Packets), create and input Banner profile in Banner system for new LFCE full-time faculty and adjunct faculty. Create Banner ID for all new LFCE adjunct and full-time faculty for main campus and ROC
  • Initiates and processes various payments for LFCE programs, including adjunct faculty contracts, faculty overload contract payments, purchase orders, expense reimbursements, check requests, faculty shadow payments, guest speaker payments, directed study payments and/or other payments as needed. Works closely with Accounts Payable to ensure outstanding payments are processed accurately and in a timely manner.
  • Communicates various information, policies/procedures, updates, and program details to faculty, adjunct faculty, students, prospective students, and staff. Communicates various event details, including time, date, location, etc. Communicate essential admissions and/or graduation requirements. Communicate Ed. D. writing prompts expectations and availability. Communicate Practicum schedule and details.
  • Facilitates the Ed. D. dissertation process through monitoring and archiving dissertation forms, assist in scheduling oral defenses, and assist in answering general questions as pertains to dissertation process. Facilitates and processes comprehensive review, including generating necessary documents and forms in preparation for scheduled comprehensive review meetings. Processes completed documents to notify Grad Admissions of advanced standing, initiating the formal dissertation process
  • Administers Ed. D. student writing prompts, including scheduling assessment appointments, and monitoring in-take writing prompts for incoming students. Communicates with Ed. D. Program Chair and Ed. D. students regarding pass/fail assessment outcome, MAT or GRE information and test score requirements, and/or other required admission documents
  • Assists Program Chairs and Leadership Coordinator with special events preparation, logistics, and execution, including Ed. D. practicum series, securing off campus space, managing catering orders, initiating vendor purchase order(s) and organize practicum set-up.
  • Assists Program Chair and Leadership Coordinator with Ed. D. Hooding/Commencement ceremonies. Coordinates event communications to faculty and students as pertains to time, date, location, etc. Initiate and coordinate catering contracts and coordinate reception for graduates and faculty. Initiates and coordinates with Commencement Office the delivery of regalia for faculty and graduates. Maintains a list of regalia and hoods for faculty and graduates. Coordinates and maintain lists of graduates, ticket availability, and registration/sign-in table.
  • Collaborates with Grad Admissions, Credential Analyst, and/or Program Chairs in processing LFCE undergraduate and graduate student registration overrides such as capacity overrides, repeat overrides, co-requisite, pre-requisite, etc. Processes overrides in Banner system with Program Chair approval.
  • Provides administrative office support, assist with front office coverage, including answering incoming calls, routing calls, providing customer service to students, prospective students, faculty and staff. Manages Staples PO and order office supplies as needed. Sorts and prepares incoming/outgoing mail. Provides front office coverage in other LFCE buildings as needed, including front office coverage at LFCE Dean’s Office as needed.
  • Attends staff development sessions, staff meetings, and/or other meetings or trainings as necessary. Maintains a presence in the office during business hours to ensure office coverage and adequate support provided to faculty, students, and staff.
  • Maintains confidentiality of LFCE information; support and participate in a positive work environment through appropriate communication with co-workers; work collaboratively toward staff team goals; attend staff meetings and trainings; cross-train with other LFCE staff; provide office coverage when requested; create and work toward professional goals as developed with supervisor

Minimum Qualifications:
  • Bachelor’s Degree (B.S. or B.A.)
  • 2 years minimum Administrative experience within a higher education setting, experience in providing admin support to faculty, staff, and/or students
  • Experience in providing fiscal support or accounts payable support.
  • Exceptional customer services skills
  • Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Experience processing reimbursements, purchase orders, budget expenses, and/or contracts
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and ability to maintain confidentiality at all times of LFCE information, data, and records
  • Knowledge of principles and processes for providing support to students, faculty and staff ; ability to multi-task
  • Time management and organizational skills; detail oriented skills
  • Critical thinking skills, including using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Performing day-to-day administrative tasks such as communicating information and processing paperwork; ability to meet deadlines
  • Exceptional customer services skills and strong communication skills; written/verbal

Preferred Qualifications:
  • Knowledge and skill in using Banner to retrieve student records, process overrides, and look up information
  • Knowledge and skilled in using advanced Office Suite functions (Word, Excel, PowerPoint, Outlook, etc.)

Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link: http://laverne.edu

Institutional Profile
Located in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.

The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation

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Job No:
Posted: 11/7/2018
Application Due: 11/15/2018
Work Type: