Administrative Coordinator - College of Arts and Sciences Dean

Posting Details

Position Information


Position Title
Administrative Coordinator - College of Arts and Sciences Dean


Position Category
Staff (Non-Exempt)


FLSA
Non-exempt


FTE
1


Location
Thousand Oaks


University Background


The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function


Under the direction of the Dean of the College of Arts and Sciences, the Coordinator-Assistant to the College Dean, provides high-level administrative and operational support to the College Dean and Associate Deans within the College of Arts & Sciences. This position serves as a central coordination point for the Dean's Office and acts as a primary point of contact for faculty, staff, students, and external partners interacting with the College.

The position is responsible for coordinating leadership schedules and meetings, supporting faculty hiring and onboarding processes, leading college events and operational initiatives, and assisting with operational coordination across the College in partnership with the College Services Manager.

Representative Duties

Dean's Office & Leadership Support

• Provide administrative support to the Dean and Associate Deans. E
• Manage the Dean's calendar, appointments, meetings, and scheduling priorities. E
• Coordinate leadership meetings, Department Chair/Director meetings, faculty meetings, and other college-wide meetings. E
• Prepare agendas, meeting materials, reports, correspondence, and meeting minutes on behalf of the College. E
• Serve as liaison between the Dean's Office, Provost's Office, faculty, staff, students, and external visitors. E
• Serve as a primary point of contact for the College of Arts & Sciences and respond to inquiries regarding college operations, programs, and processes. E
• Maintain confidential records and communications related to operations, and college business. E
• Coordinates and provides support for Dean's Advisory Council, managing engagement with the Council members, drafting agendas, taking and distributing meeting minutes, coordinating logistics for meetings, and other related tasks. E
• Monitor timelines and progress of projects and initiatives assigned by the Dean's Office. E

Faculty Hiring & Onboarding Coordination

• Coordinate administrative logistics for faculty and staff searches, including scheduling, candidate travel, itineraries, interview support, and campus visits. E
• Serve as liaison for onboarding new faculty, adjuncts, and staff. E
• Coordinate office assignments, technology requests, key access, onboarding schedules, and required documentation for new hires. E
• Partner with ITS, Facilities, Human Resources, Payroll, and Academic Affairs to support successful onboarding and transitions. E

Operational & Administrative Coordination

• Support day-to-day College operations by coordination facilities requests, maintenance issues, office moves, signage updates, equipment needs, and related operational projects in partnership with the College Services Manager. E
• Assist with room scheduling, event logistics, office operations, and coordination with campus partners - including Facilities, ITS, Campus Safety, and Media Services - to support the effective functioning of the College. E
• Serve as the administrative coordinator for Kwan Fong Gallery meeting and event requests, including scheduling coordination and communication support. E

Event & Program Coordination

• Support the College Services Manager with administrative coordination and operational planning for College events, meetings, receptions, recognition programs, and special initiatives. E
• Coordinate logistics including scheduling, setup requests, catering, hospitality, communications, signage, and event materials. E
• Support admissions and university partnership events involving the College of Arts & Sciences.
• Assist with follow-up communication and operational support related to events and initiatives. E

Budget & Administrative Operations

• Assist with budget tracking, reconciliations, purchasing, and operational documentation for the College Dean budget. E
• Process requisitions, reimbursements, requests for payment, contracts, and Wells Fargo documentation for the Dean's Office. E
• Reconcile Dean's monthly credit card statement, gathering and uploading receipts, and ensuring expenses are charged to correct accounts. E
• Maintain organized records, files, and compliance documentation. E
• Assist with monitoring operational budgets and expenditures. E

Student Worker Coordination

• Hire, train, schedule, and supervise Dean's Office student assistants as assigned. E
• Serve as a support resource for COAS student worker processes across the College, including onboarding coordination, time entry support, training guidance, and operational questions. E
• Assist departments and College administrative staff with student worker procedures and related administrative processes. E
• Coordinate communication and administrative support related to student worker hiring and onboarding within the College. E

Additional Duties

• Support accreditation, assessment, and institutional initiatives as needed. E
• Provide backup administrative support within the COAS administrative team as needed. E
• Perform related duties as assigned. E

E=Essential Duties

Knowledge Of

• Strong organizational, scheduling, and project coordination skills.
• Ability to manage multiple priorities and maintain confidentiality in a fast-paced environment.
• Strong written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to coordinate events, meetings, and operational logistics.
• Knowledge of standard office software, scheduling systems, and Cal Lutheran administrative processes.
• Ability to establish effective working relationships with faculty, staff, students, and campus partners.
• Basic event planning.

Ability To

• Serve as the primary front-facing contact for the Dean's Office and the College of Arts and Sciences, responding to inquiries and providing assistance in a professional, courteous, and timely manner via phone, email, and in-person interactions.
• Perform administrative support and clerical duties
• Operate a computer terminal to enter data, maintain records and conduct word processing
• Coordinate, organize, and oversee office activities
• Type, keyboard, and/or enter data at a speed necessary for successful job performance
• Maintain spreadsheets and files with minimal errors
• Prepare reports by gathering and organizing data from a variety of sources
• Work confidentially with discretion
• Meet schedules and deadlines by prioritizing work
• Make arithmetic calculations quickly and accurately
• Learn policies, procedures and regulations and apply to specific situations
• Determine appropriate action within clearly defined guidelines
• Schedule and coordinate meetings, conferences and appointments
• Establish and maintain cooperative and effective working relationships with others
• Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations
• Work effectively with frequent interruptions

Minimum Qualifications


Any combination equivalent to: two years of college-level coursework and three years of administrative support experience.

Preferred Qualifications


Prior experience as an administrative assistant or coordinator in a non-profit, corporate, higher education

Licenses and other requirements


None

Physical Abilities


Detect to understand appropriate written correspondence; communicate clearly to exchange information in person and on the telephone; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; stationary position for extended periods of time; move or transport light objects up to 15 lbs; position self to store and/or retrieve files

Environment


Busy office environment; subject to frequent interruptions.

Hiring Range
$24.00-$25.00 per hour

Posting Detail Information


Posting Number
Staff005182022


Number of Vacancies

Desired Start Date
07/06/2026


Position End Date

Open Date
06/01/2026


Close Date
06/14/2026


Open Until Filled
No


Application Procedure/Special Instructions

Statement


California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.