Administrative Assistant, Student Success Services & Legal

Administrative Assistant

Compensation Range: Annual Salary: $24.86 - $32.32

Position Summary: With general supervision, provides administrative and operational support to various departments and their leadership, staff, and internal stakeholders. This role is responsible for a range of administrative activities that require knowledge of departmental processes and procedures, strong organizational skills, and attention to detail as the incumbent will routinely handle confidential, sensitive, and legally privileged information. Responsibilities include coordinating schedules and meetings, preparing and maintaining administrative documents, supporting routine reporting and data tracking, and responding to general inquiries. The Administrative Assistant helps ensure efficient day-to-day operations by managing workflow, prioritizing tasks, and supporting team needs in a timely and professional manner.

Essential Functions:

• Provides administrative and operational support across multiple teams in a shared services capacity.
• Supports invoicing and payment processing, including submitting invoices to Accounts Payable and tracking status as needed.
• Assists with contract processing, including routing documents for review and signature; does not draft contracts or provide legal review.
• Provides calendar and scheduling support for AVPs and leaders, including coordinating meetings and managing logistics.
• Coordinates onsite events and meetings, including room reservations, food orders, and general event logistics.
• Manages travel coordination and conference registrations, including bookings, registrations, and related documentation.
• Supports purchasing activities, including Amazon ordering and general supply requests, and expense reports in accordance with university procedures.
• Assists with managing corporate food delivery accounts (e.g., Grubhub) for team meetings and events.
• Serves as backup administrative support for other teams as needed to ensure continuity of operations.
• Responds to routine inquiries and provides general administrative assistance to staff and stakeholders.
• Maintains organized records, files, and documentation related to assigned administrative tasks.
• Supports preparation, formatting, proofreading, and editing of legal documents, including assembly, collation, pagination, and distribution both electronically and in hard copy.
• Maintains and retrieves electronic and physical files, including mail and other documents, assists with document routing, signature coordination, mail transmissions and special preparation and handling.
• Prepares materials and supports coordination of various team meetings.
• Performs other administrative duties as assigned.

Supervisory Responsibilities: N/A

Requirements:

• Bachelor's degree in any field preferred.
• Three (3) years relevant experience in an administrative support role.
• Preferred experience supporting a department within a university setting, experience in legal setting a plus.

Competencies/Technical/Functional Skills:

• Demonstrated ability to work effectively as a collaborative team member, contributing to shared goals and day-to-day operations.
• Strong organizational skills with attention to detail, accuracy, follow through, and the ability to manage multiple priorities.
• Ability to build positive working relationships and communicate effectively with a diverse group of internal stakeholders.
• Working knowledge of office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory processes.
• Ability to problem solve routine issues, gather information from standard sources, and follow established procedures.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint); experience with enterprise systems preferred.
• Demonstrated professional judgment, accountability, and reliability in completing assigned tasks.
• Ability to work independently while supporting a cooperative, service-oriented environment in a fast-paced setting with changing priorities.
• Ability to handle sensitive, confidential, and legally privileged information with discretion and professionalism.

Location: Remote, Candidate must reside in San Diego, CA

Travel: Some Travel Required; occasional local travel within the greater San Diego, CA area for events or administrative support to National University on-site locations

Candidate receiving offers will be offered a salary/pay rate commensurate with experience that vary based on a candidate's qualifications, skills, and competencies. Absent exceptional circumstances, candidates will be offered a salary within this range for this position. The minimum salary will be offered based on the minimum exemption threshold based on state of residency. Base pay is one component of National University's total rewards package, as we are dedicated to supporting the needs of the "whole you" with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family. For full details about our benefit plan offerings, please visit benefits.nu.edu . For Part-time benefits, please click here.

National University is committed to maintaining a high-quality workforce representative of the populations we serve. National University employs more than 4,500 faculty and staff and serves over 45,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows students, faculty and staff to develop their interests and talents while experiencing a sense of community. With programs available both online and at our many campus locations, National University is a leader in creating innovative solutions to education and meeting the needs of our student population, including adult learners and working professionals.

National University is proud to be an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state and local laws. At NU, a mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University.