Administrative Assistant

Administrative Assistant

Under direction of the Campus Operations Manager & the Academic Director, facilitate the daily activities of the San Francisco Peninsula Campus (SFPC), & serve all SFPC students, faculty, staff, & guests. This position supports all campus operations, including admission, recruitment, student services, & academic programs.

Job Duties & Accountabilities: An Asterisk (*) denotes an "essential job function" for ADA purposes

* Administrative Support

• As a first point of contact & representative of SMU, provide excellent service to all faculty, staff, students, & guests that adheres to regulations, policies, procedures & guidelines, including those related to privacy, safety & security.

• Provide effective & timely communication & information handling within the campus, among campuses, & to external people or agencies.

• Implement administrative procedures related to office functions, such as filing, record keeping, classroom/lab scheduling, inventory, compliance, & financial matters.

• Utilize appropriate online/electronic systems to accomplish administrative tasks.

• Provide staffing & support for University events.

• Monitor & maintain necessary levels of all supplies for the campus, including office, classroom, & labs.

• Assist with opening & closing the campus.

*General Support

• Assist faculty & staff with program-related activities such as arranging for copying, creation & distribution of documents for classes & school events.

• Work in collaboration with appropriate University personnel to implement appropriate policies & procedures.

• Provides services for recruitment, payroll, & personnel actions for faculty, staff, & student hires.

• Other duties as assigned.

Skills: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, & experience required or preferred. This position requires the ability to effectively establish & maintain cooperative working relationships within a diverse multicultural environment. The University has an institution-wide commitment to diversity, equity & inclusion. We strive to build a welcoming & supportive campus environment, & acknowledge that diversity is an educational imperative to achieve excellence.

Minimum of 3 years work experience in an administrative role Experience in higher education &/or medical/clinical settings preferred.

Proficient with the use of computers & technology, with an intermediate knowledge of Microsoft Office/365 programs (Teams, Word, Excel, PowerPoint), teleconferencing software/hardware, & database systems.

Excellent interpersonal, communication (written/oral), & negotiation skills.

Basic mathematical skills.

Good judgment & creative thinking to solve daily problems.

Ability to handle privileged information in a confidential manner.

Ability to prioritize, multi-task, & complete work with attention to detail.

Ability to read & carry out written instructions.

Ability to understand & carry out verbal instructions.

Ability to organize & prioritize workload.

Ability to speak effectively with co-workers, public, & student populations.

Ability to work independently.

Keywords:

Education: High School Diploma, or GED, required. Bachelor's Degree preferred.

Skills and Experience:

Required Skills:

ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE SUPPORT

CLOSING

DATABASE

DATABASE SYSTEMS

Additional Skills:

EXCEL

FILING

INVENTORY

MEDICAL/CLINICAL

MICROSOFT OFFICE

POWERPOINT

SCHEDULING

WORD

ADMINISTRATIVE TASKS

COPYING

DATABASES

MICROSOFT EXCEL

MICROSOFT POWERPOINT

MICROSOFT WORD

OPERATIONS

OPERATIONS MANAGER

PAYROLL

STAFFING

Languages:

English

Read

Write

Speak

Minimum Degree Required: Completed High School (Diploma or GED)

Location: Oakland, CA 3100 Telegraph Ave

Hours Per Week: 40.00

Hours Per Day: 8.00

Interview Notes: Hybrid schedule, work from home with occasional on-site support ~1-2x per month at the Oakland Campus: 3100 Telegraph Ave, Oakland, CA 94609

8am-4:30 (30-minute lunch)