Departmental Administrative Assistant

Job Vacancy Announcement

Position Information


Functional Title
Departmental Administrative Assistant


Position Type
Classified


Appointment Type
Regular


FTE %


100% FTE

Work Schedule (if atypical)


This is a full time onsite position.
M-F 8:00 am - 5:00 pm. in person

University Overview


Embark on an exciting journey with the University of La Verne, where your career aspirations come to life in a vibrant and welcoming environment. Established in 1891, our diverse and inclusive community is more than just a university-it's a home for passionate individuals like you.

At the University of La Verne, we embody four core values that set us apart-Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning, and Civic and Community Engagement. If you're fueled by these principles and are eager to make a meaningful impact, your journey begins here.

With a rich history spanning 132 years, the University of La Verne boasts a global Leo Family of 89,000+ accomplished alumni. As the #1 private university in California for social mobility according to U.S. News and World Report 2024, and recently recognized as the 33rd Best U.S. College by the Wall Street Journal 2024, we take pride in our commitment to excellence in education.

Join us in shaping the future, where your passion meets purpose. Come be part of something extraordinary and apply today!

Diversity Statement


The University supports a diverse and inclusive environment where students recognize and benefit from the life experiences and viewpoints of other students, faculty, and staff. Diversity is an active and intentional practice that supports difference and multiplicity to expand knowledge, educate capable citizens, develop the whole person, and serve our local and global communities. Promoting and sustaining diversity is a commitment to educational quality and the creation of positive, respectful learning communities.

Job Description Summary


The LaFetra College of Education at the University of La Verne is seeking a detail-oriented and student-centered Student Success & Fieldwork Operations Coordinator . This role supports the implementation of our Integrated Advising Model by coordinating student advising services, programming, and communications in partnership with faculty and staff. The coordinator also manages clinical practice logistics, fieldwork placements, and maintains relationships with district partners to ensure high-quality experiences for candidates. The ideal candidate is highly organized, collaborative, and passionate about supporting diverse learners on their pathway to becoming educators. This position plays a vital role in aligning advising, fieldwork, and student success efforts across the college.

Minimum Qualifications

• Bachelor's degree.
• 3 years of experience with office/clerical support with the ability to handle high-volume phone calls.
• 3 years of experience providing exceptional customer services skills.
• 3 years of experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• 3 years of experience processing MOUs, contracts, reimbursement, purchase orders, and budget expenses.
• 3 years of administrative experience in a service-oriented environment, preferably in PK-12 and higher education including data entry, filing, scanning, etc.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files, and records. Designing forms. Ability to maintain confidentiality at all times for LFCE information, data, and records.
• Familiar with the PK-12 communities and partnerships.
• Time management and organizational skills; detail-oriented skills.
• Knowledge of principles and processes for providing support to students, faculty, and staff; ability to multi-task.
• Critical thinking skills, including using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Perform day-to-day administrative tasks such as communicating information and processing paperwork; ability to meet deadlines.

Preferred Qualifications

• Exceptional customer service skills and strong communication skills; written/verbal.
• Knowledge and skill in using Banner to retrieve student records, process overrides, and look up class, faculty, and other database information.
• 'Knowledge and skills in using advanced Office Suite functions.

Benefits Summary


Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation

Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University's 403B retirement plan, and a generous time off plan.

Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location
La Verne Main Campus


Number of Vacancies

Physical Demands Summary


The physical demands include the ability to sit, stand, walk, bend, and lift up to 20 pounds occasionally. Clear verbal and written communication is essential, as the position involves frequent interaction with colleagues, clients, or external partners.
The noise level is generally low to moderate. The position may occasionally involve meeting deadlines or managing multiple priorities, which can require sustained focus and mental stamina.

Do the essential functions of this job require lifting?
Yes


If yes, list maximum weight and duration
Up to 20 Lbs.


Describe work environment
The physical demands include the ability to sit, stand, walk, bend, and lift up to 20 pounds occasionally. Clear verbal and written communication is essential, as the position involves frequent interaction with colleagues, clients, or external partners. T

Duties


Specific Duties

Coordinate Departmental Scheduling, Academic Operations, and Communication
Manage and maintain the master department calendar, including:

• Scheduling meetings for the Department Chair, faculty committees, program events, and student related functions.
• Coordinating office hours schedules and teaching assignments in partnership with the Department Staff Coordinator.
• Preparing and distributing agendas, taking minutes, and ensuring timely follow up on action items.

Serve as the primary liaison for internal and external communication, responding to phone inquiries, email correspondence, and in person requests professionally and promptly.

Percentage Of Time
20%


Specific Duties

Student Support and Frontline Services
Provide direct support to prospective and current students, including:

• Answering questions related to program pathways, course availability, faculty office hours, petitions, and departmental processes.
• Assisting students with navigating university systems, submitting forms, and accessing departmental resources.
• Coordinating advising related communications and scheduling student appointments for faculty and the Department Chair.

Maintaining a welcoming, inclusive environment aligned with the university's student centered mission.

Percentage Of Time
20%


Specific Duties

• Faculty Assistance and Instructional Support
  Provide logistical, clerical, and instructional support to faculty by:
  • Preparing syllabi, course packets, exams, and instructional materials.
  • Assisting with updates and navigation of LMS tools such as Brightspace, including uploading content or troubleshooting basic issues.
  • Coordinating classroom and technology requests for teaching needs.
• Supporting faculty recruitment, onboarding paperwork, and adjunct hiring processes.

Percentage Of Time
15%


Specific Duties

Administrative Support to the Department Chair
Provide high level administrative assistance to the Department Chair, including:

• Managing the Chair's calendar, scheduling meetings, and preparing materials.
• Assisting with departmental planning, accreditation preparation, annual reporting, and special initiatives.
• Collecting data, drafting communications, and preparing presentations, memos, and reports.
• Serving as a confidential administrative resource and supporting HR related workflows such as faculty evaluations, hiring processes, and onboarding steps.
• Supporting the Department Chair in coordinating and implementing seasonal projects, special assignments, and department wide initiatives as needed.

Percentage Of Time
15%


Specific Duties

Office Management and Supply Procurement
Oversee daily operations of the department office by:

• Monitoring inventory and ordering supplies, instructional materials, and equipment.

Submitting and tracking maintenance requests and ensuring functionality of department equipment.

Percentage Of Time
5%


Specific Duties

Website and Communications Oversight
Maintain and update departmental web pages by working with MarComm to:

• Update faculty profiles, program pages, course listings, and announcements.

Develop newsletters, email announcements, and promotional materials that engage internal and external audiences.

Percentage Of Time
5%


Specific Duties

Course Scheduling and Coordination
Work collaboratively with the Department Staff Coordinator to:

• Assist with the department FLAC.
• Build and update course schedules each term.
• Verify instructor assignments, room scheduling, course caps, and catalog accuracy.
• Assist with communicating schedule changes to faculty and students.

Percentage Of Time
15%


Specific Duties

• Other Duties as Assigned
  Provide flexible support to the Department Chair and department as needed, including assisting with cross functional tasks and overseeing or implementing seasonal and special projects that support departmental operations and strategic priorities.

Percentage Of Time
5%

Salary Range


Minimum:
$21.86


Maximum:
$25.48

Posting Detail Information


Posting Number
2024-251191SA


Special Instructions to Applicants


The University of La Verne is unable to provide sponsorship for work visas at this time. Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Open Date
06/08/2026


Close Date

Open Until Filled
No