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Executive Assistant - School of Business and Management



Administrative Professionals

Azusa, CA
 • 
ID: S613
 • 
Full-Time/Regular

APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is pleasing to God and edifying to one another.
 
The purpose of this position is to provide executive-level support to the Dean of the School of Business and Management, as well as lead and manage effective systems and protocols within the Dean’s office. 

In collaboration with the Dean, this position will oversee the internal administrative school operations, including Budget tracking, purchase orders, financial transfers, faculty workloads, overloads, staff schedules, faculty and staff hiring processes, and more. As Executive Assistant to the Dean, the position will manage the Dean’s calendar, submit expense reports, schedule and communicate around department-level meetings, Advisory Board quarterly meetings, conduct research in order to prepare briefing materials, coordinate travel, and confidential and sensitive communications among the school's units and central campus administration. This position assists the Dean with special projects as needed. In addition, the executive assistant is a professional representation of the Dean’s office and collaborates closely with the associate dean, Executive in Residence(s), department chairs, program managers, faculty directors, staff, donors, and partners inside and outside of APU.

This is an in-person position with general hours of Monday-Friday 8:00am - 5:00pm (Fridays, the office closes at 4:30pm). Work schedule may be modified for SBM special events (these events are held on evenings and occasional Saturdays. Hours will be adjusted to accommodate the need). Some overtime may be required on occasion to support Dean initiatives.
 
Required Education
  • Bachelor’s degree or equivalent education and experience. 
Required Experience
  • Proven office administration and customer service skills required. Solid working knowledge of office processes,  relevant computer software, and electronic communication tools. Proven interpersonal skills with experience providing complex administrative support in an environment with tact and diplomacy.
  • Experience managing a budget and with multiple deadlines required. Ability to work across teams and with a variety of projects and constituencies.
  • Candidates must have excellent written and verbal communication skills, be relational with a high level of professionalism, and have the ability to interact with internal and external constituents and populations. 
  • Demonstrated ability to work effectively within a diverse campus community and ability to collaborate on all levels of the university, including deans, department chairs, faculty, and students.
  • Progressively responsible professional experience,e including overseeing staff. 
  • Proven ability to plan and manage operational processes for maximum efficiency and productivity.
  • Ability to streamline and implement new structures and roles that create speed, efficiency, and support rapidly shifting school and student demands.
  • Knowledge of best practices and experience with project management.
  • An understanding of higher education, including the recruitment cycle and the importance of student enrollment, is essential.
Primary Duties/Essential Functions
  • Makes contacts of a sensitive nature regarding routine & non-routine issues internally and externally, requiring a high degree of discretion and diplomacy, and time sensitivity. Understands the program goals and priorities of the dean, in order to prioritize issues according to urgency.
  • Excellent project management skills, strong attention to detail, and ability to multitask with demanding time frames.
  • Excellent writing and oral communication skills.
  • Monitors budget, including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool. Prepares financial reports using online financial systems or oversees and directs the work of an associate preparing the reports.
  • Ability to manage and direct multiple tasks concurrently, and provide follow-through.
  • Must be an independent thinker and doer while being collaborative; effective team member and team builder.
  • Exemplary organizational skills, prioritizes, proactive approach, decision-maker, resourceful, ability to exercise discretion and judgment in performing duties.  
  • Diplomacy, professional appearance, and demeanor, and excellent attendance.
  • Able to learn new procedures and processes, retain information, and communicate it.
  • Administrative Management, including but not limited to:
    • Interview scheduling and calendaring, and coordination for the Dean and Executive in Residence.
    • Creates and administers adjunct contracts 3-4 weeks prior to each term start (6 term starts per academic year).
    • Monitor and report adjunct timekeeping on a bi-weekly basis, ensuring that adjunct faculty are staying within their allotted hours.
    • Special projects for the Dean.
    • Expense submission for the Dean.
    • SBM staff calendar and timekeeping management.
    • Budget and expense submission, tracking, and reporting.
    • Donor-funded account tracking and reporting.
    • Oversees, manages, and maintains accurate and up-to-date records of the Student Scholarship Program.
  • Promotion of the scholarship opening period.
  • Lead Faculty/Staff Selection Team:
    • Communicates with applicants and winners.
    • Works with Enrollment/Business Office to ensure that scholarships are paid out.
    • Creates spreadsheets and keeps accurate records of scholarship processes, recipients, and payouts.
  • POs and Payments.
  • Supply and Swag Ordering.
  • Office Manager (oversee building cleanliness, maintenance, office spaces, can delegate).
  • Tracking and reporting of faculty workloads and overloads.
  • Supervision of Administrative Coordinator.
  • Faculty, Staff, and Adjunct Hiring (entire process).
  • Onboarding for adjunct faculty, full-time faculty, and staff.
  • Events:
    • LSP, ICF Coordination
    • Graduation Celebrations
    • Giving Day
    • Homecoming
    • Advisory Board
    • Fac/Staff Meetings
    • SBM Kick Off
    • Chair Meetings
    • Other
  • Study Away Coordination.
  • Annual Report Coordination, SBM.
Skills
  • Strong written and verbal communication skills as well as quantitative data skills.  
  • Ability to manage and direct multiple tasks concurrently, and provide follow-through.
  • Independent thinker and doer while being collaborative; effective team member and team builder.
  • Anticipates the needs of the Dean and is proactive in the approach to the execution of tasks.
  • Exemplary organizational skills, prioritizes, proactive approach, decision-maker, resourceful, ability to exercise discretion and judgment in performing duties.   
  • Able to learn new procedures and processes, retain information, and communicate it. 
Mental Demands
  • Ability to work within deadlines, independently, collaboratively, and under pressure.
  • Exercises good judgment, discretion, and confidentiality. 
  • Self-starter with a positive attitude. 
  • In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.
Physical Demands
  • Repetitive motions and sitting at computer keyboard.  
  • Hearing and speaking on the telephone. 
  • Able to conduct business at other offices on campus and coordinate the transport of materials.
  • Able to bend, grasp, reach and lift up to 20 lbs.
Visual Demands
  • Viewing computer monitor, writing, reading written materials, budget reports and numerical data.
Environment
  • Pleasant office setting, comfortable temperature.
Technologies
  • Working familiarity with Google Apps. Microsoft Office products (especially Word, Excel, and PowerPoint), the Adobe Creative Suite, Canva, and social media. Ability to learn the Azusa Pacific University PeopleSoft student database system, Adaptive Insights Budget System, and more.
Compensation
  • Grade 10: $25.94 to $29.83 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package. 

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about 'what we believe', our 'mission statement', and our 'statement of faith'.

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/.

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.

This position is located at 901 E. Alosta Ave., Azusa, CA. View the Google Map in full screen.


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