Senior Administrative Assistant

POSITION CODE: 7069

DEPARTMENT/ADMINISTRATION: Admissions

APPOINTMENT: Staff, 40 hours/Full-time, Twelve (12) Months

SALARY RANGE: $21.80 – $23.00 per hour

HIRING RANGE: The anticipated hiring range is near or at the minimum of the classification, commensurate with the candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: 6 months

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: March 20, 2024

APPLICATION DEADLINE: Open until filled

Definition of Classification:

The Senior Administrative Assistant provides comprehensive administrative, communication, and logistics support within the department, and serves as lead support for enrollment and marketing initiatives.

Reporting to the Associate Vice President, Graduate Enrollment, this position functions as the lead support for a fast-paced department.

This position requires flexibility to work evening and weekend hours as well as the ability to travel, as required.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Performs a variety of administrative duties in support of the department, including coordinating calendars, schedules, meetings, and projects; preparing purchase orders and check requests; preparing and processing expense reports; and ordering promotional items and office supplies.
• Uses website CMS (Content Management System; Episerver preferred) to update and edit existing web pages.
• Drafts copy for web pages, collateral, and enrollment emails; copyedits and proofreads myriad departmental communications.
• Utilizes collaborative design tool (Canva preferred) and works with marketing office to create and edit collateral, flyers, email templates, and related marketing materials.
• Tracks all Graduate Enrollment events and external activities; registers team for external events (e.g., grad fairs, benefits fairs, partner events, etc.)
• Processes CRM (Slate) communication requests and monitors communication campaigns.
• Utilizes project management and organization skills to track the progress of departmental action items and deliverables.
• Runs data queries and prepares enrollment reports, presentations, and other documents.
• Assists in tracking departmental performance toward goal.
• Provides budget support, monitors, and collects budget information.
• Provides exceptional communication support with a high degree of tact and technical knowledge; responds to internal and external requests, prioritizes and processes requests accordingly.
• May assist in supervising student employees; assigns, reviews, coordinates, and prioritizes workload and schedules.
• Maintains department confidentiality of sensitive data, information, activities, and decisions.
• Adheres to all safety and housekeeping policies and procedures.
• Performs other related duties and special projects as assigned.

Qualifications Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• High school diploma or equivalent with two (2) years of additional coursework in a relevant field.
• Three (3) years of related work experience.
• Considerable proficiency with Microsoft Office suite (Excel, Word, Outlook, PowerPoint, etc.).
• A valid California Class C CA driver’s license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Preferred

• Bachelor's degree.
• Web content management system (e.g., Episerver), CRM systems (e.g., Slate) and content/collateral tools (e.g., Canva).

Knowledge and Skills:

• Strong writing, editing, and proofreading skills.
• Superior internal/external customer service skills.
• Ability to set priorities, multi-task, and handle deadlines.
• Communicate effectively and follow instructions, both verbally and in writing.
• Aptitude to learn new and evolving technology and recommend ways to improve the position’s efficiency.
• Excellent technical, analytical, and problem-solving skills.
• Excellent organizational skills.
• Ability to operate standard office equipment.
• Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
• Significant level of independent judgment; ability to assess requests and problems and respond accordingly.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise discretion and work with confidentiality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for an accommodation or an alternative application process.

HIRING RANGE: The anticipated hiring range is near or at the minimum of the classification, commensurate with the candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on the final candidate's qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics, and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.

FOR MORE INFORMATION VISIT

http://www.redlands.edu/human-resources/employment/

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)