Administrative Assistant for Marketing and Communication

Position Summary Information

Summary Supports the Division of Marketing and Communication by managing administrative tasks and facilitating efficient operations. This includes assisting in the coordination of departmental activities, handling correspondence, organizing meetings, and maintaining records. The role involves providing essential support to the department’s staff by performing the following duties : Essential Duties and Responsibilities Include the following. Other duties may be assigned.

• Serves as administrative assistant for the office, greeting visitors to the office and providing information and materials.
• Presents a positive and supportive image of California Baptist University.
• Prepares agendas and materials for meetings, takes minutes, and follows up on action items.
• Makes travel arrangements for VP of Marketing and Communication and employees within the department.
• Creates and maintains databases and spreadsheets; creates, organizes, and maintains file systems; and files correspondence and other records.
• Acts as a liaison between the department and other internal and external parties, including vendors and stakeholders.
• Supports the department head and staff by preparing reports, presentations, and other communication materials.
• Manages office supplies inventory and orders new supplies as needed.
• Processes requisitions, invoices, and assists with budget tracking and expense reports.
• Answers phone calls, provides information, takes messages, and redirects calls as necessary.
• Organizes and archives digital and physical documents.
• Assists in coordinating departmental projects and special events.
• Presents a professional and positive image of the department and the organization to visitors and callers.
• Performs additional tasks as needed to support the department’s goals and initiatives.

Supervisory Responsibilities This position could be responsible for assigning work and / or giving direction to part-time Student Workers, in order to complete office work assignments. Other Knowledge Skills and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to stand; walk; sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and / or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior / office work environment, with minimal exposure to health or safety hazards. Education and / or Experience Bachelor’s degree from four-year college or university; or two to three years related experience and / or training; or equivalent combination of education and experience.