Administrative Support Specialist

Administrative Support Specialist

Job Title - Administrative Support Specialist

The Administrative Support Specialist role at California Baptist University (CBU) provides comprehensive administrative support. This role will directly support the Marketing and Communications Department to ensure efficient day-to-day operations. Responsibilities include coordinating departmental activities, managing correspondence, organizing meetings, and maintaining records. This role plays a key part in supporting staff, streamlining processes, and contributing to the overall effectiveness of the department.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Serves as the primary receptionist for the office, greeting visitors and providing information and materials in a professional manner.
• Maintains a positive and supportive image of California Baptist University in all interactions.
• Provides backup support for meeting preparation, including creating agendas, compiling materials, recording minutes, and following up on action items.
• Assists with or provides backup support for travel arrangements for Marketing and Communications staff.
• Creates, updates, and maintains databases and spreadsheets; organizes and manages electronic and physical filing systems; and files correspondence and records.
• Acts as a liaison between the department and internal and external stakeholders, including vendors.
• Supports department leadership and staff by preparing reports, presentations, and other communication materials.
• Monitors office supply inventory and coordinates the ordering of supplies as needed.
• Processes requisitions, invoices, and supports budget tracking and expense reporting.
• Answers incoming calls, provides information, directs inquiries, and takes accurate messages as needed.
• Organizes, maintains, and archives digital and physical documents in accordance with departmental standards.
• Assists in coordinating departmental projects, initiatives, and special events.
• Presents a professional and positive image of the department and the University to all visitors, callers, and stakeholders.
• Performs additional duties as needed to support departmental goals and operational efficiency.

Supervisory Responsibilities - This position has no supervisory responsibilities.

Other Knowledge Skills and Abilities - To perform this position successfully, an individual must be able to effectively carry out all essential duties. The following requirements outline the knowledge, skills, and abilities needed for the role:

• Demonstrated commitment to living out and upholding the University's Christ-centered mission and values.
• Proficiency in the use of personal computers and standard office software applications.
• Strong working knowledge of business English, basic mathematics, and general office procedures and practices.
• Ability to plan, prioritize, and coordinate multiple projects and deadlines effectively.
• Effective reading and writing skills appropriate to the responsibilities of the position.
• Strong interpersonal and communication skills, with the ability to interact effectively with a diverse faculty, staff, and student population.
• Excellent organizational skills with a high level of attention to detail.
• Demonstrated professionalism and strong telephone etiquette.
• Ability to create, compose, proofread, and edit a variety of written materials.
• Strong customer service skills, including the ability to address and resolve inquiries, concerns, and complaints.
• Ability to develop, maintain, and improve recordkeeping systems and procedures.
• Experience coordinating meetings, events, and departmental activities.
• Knowledge of basic budgeting, expense tracking, and expenditure control procedures.
• Ability to interpret, adapt, and apply policies, procedures, and guidelines.
• Sound judgment and decision-making skills in administrative and procedural matters.
• Ability to gather, analyze, and interpret information to develop appropriate conclusions and recommendations.

Physical Demands: The physical demands described here are representative of those required to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to stand, walk, and sit, and must possess sufficient hand, arm, and finger dexterity to operate a computer keyboard and other standard office equipment. The position also requires visual acuity to read words and numbers, as well as the ability to communicate effectively both in person and over the telephone. The employee may occasionally be required to lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. The noise level in the work environment is typically moderate. Work is generally performed in a standard indoor office setting with minimal exposure to health or safety hazards.

Education and/or Experience - A high school diploma or GED is required. An associate degree (A.A.) or equivalent from a two-year college or technical school, along with six months to one year of related experience and/or training, is preferred. A bachelor's degree from a four-year college or university is ideal; however, candidates with two to three years of relevant experience and/or training may also be considered. An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities necessary to perform the position successfully will be accepted.