Overview
Office Coordinator Jobs in Los Angeles, CA at MAYNARD NEXSEN PC
Posting Details
Position Information
Job Title
School of Business Administrative Assistant
Position Summary
Provides administrative support and office management in the School of Business Administration (SOBA). Provides specialized support to Dean for faculty and budget.
Essential Duties and Responsibilities
Serve as receptionist and administrative support person for the Dean’s office including:
Greeting students and visitors.
Answering and screening incoming telephone calls.
Taking messages and providing information.
Ensuring office coverage between normal business.
Other responsibilities include effective management of student workers, maintaining student records, assisting students and supporting the work and duties of the faculty and Deans.
Budget planning assistance, faculty contracts and maintenance of faculty files.
Provide administrative support for the Deans and faculty including preparing letters, forms, reports, correspondence, travel arrangements, special events preparation, etc.
New hire process for faculty, adjuncts, academic coaches, and student workers, including posting jobs
Provide administrative services to international students, and dependents. Assist with implementing yield and retention activities, orientation and other student programming. Ensure compliance with federal regulations governing the enrollment of international students and travel.
Work collaboratively in planning and supervising events hosted by the Office of the Dean (Faculty meetings, Dean’s List, Senior Reception, etc).
Maintain Dean’s calendar, make appointments, and communicate accurate and complete messages.
Manage the requisition process using Colleague.
Communicate with external accrediting agencies as requested.
Assist with faculty searches.
Assist with Academic Scheduling, inputting schedules into Colleague.
Assist with supervision of student workers.
Monitor and order basic office supplies and materials as needed and arrange for equipment and building maintenance.
Collect and file syllabi for all classes, distribute and process spring/fall course evaluations and textbook orders.
Manage the School of Business files (including faculty files), ensuring continued organization, maintenance, confidentiality and security.
Maintain positive communication with other departments and various organizations.
Assist with updating of SOBA website and social media outlets.
Assist dean in school’s budget preparation and budget related-matters such as: monitoring budget and expenditures as requested by Dean, budget input and preparation, purchase order initiation, fund transfers, reimbursements, and verification of accounts payable.
Prepare faculty contracts as requested by Deans.
Create, submit, and approve work orders for facilities.
Other duties as assigned by supervisor and/or Deans.
Education, Certifications and/or Licenses
High school diploma or general education degree (GED) required.
Some completed college-level course work preferred.
Minimum of two (2) years office experience required; experience in higher education setting desired with emphasis placed on experiences relating to student services.
Experience
Experience with Ellucian’s Colleague preferred.
Experience working with international students preferred.
Knowledge, Skills & Abilities
Ability to complete work accurately and timely.
Outstanding proficiency in Excel, Word, PowerPoint and web interface software.
Knowledge of standard office practices, including filing, multi-line phone system and standard office equipment.
Ability to follow instructions or directives and complete tasks as requested without follow up.
Knowledge of current software programs (Word, Excel, Outlook)
Ability to comply with rules, standards, regulations, FERPA related laws, and laws related to student records and confidentiality.
Ability to adhere to University and departmental policies and procedures.
Ability to provide excellent customer service to all constituents: students, faculty, staff, in a pleasant and cheerful manner.
Strong organizational skills with the ability to maintain a professional office and handle multiple tasks.
Spirit of collegiality, service-orientation and a positive attitude.
Ability to communicate effectively and perform duties in a professional and courteous manner.
Ability to maintain a professional appearance and office atmosphere.
Ability to keyboard and to proofread with excellence, detail oriented.
Ability to work well with diverse faculty, staff, and students.
Ability to work independently in the most efficient manner with minimum supervision.
Ability to work effectively and cooperatively with a wide range of constituencies in a diverse community
Ability to maintain composure in difficult situations.
Ability to read and comprehend instructions, correspondence, manuals, and memos.
Ability to prepare correspondence with demonstrated proficiency in grammar, punctuation, spelling and word usage.
Possess excellent oral communication skills and have the ability to express one’s self politely and effectively.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to identify when to seek guidance when posed with questions or situations requiring approval from superiors.
Ability to complete all physical tasks as needed.
Regular and consistent physical attendance in the workplace is expected.
Posting Detail Information
Posting Number
2016AS1004P
Posting Open Date
03/26/2025
Open Until Filled
Yes
Posting Close Date
Special Instructions to Applicants
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Title: Office Coordinator
Company: MAYNARD NEXSEN PC
Location: Los Angeles, CA
