People and Culture Administrative Assistant III

Job Description

Job Description

Title

People and Culture Administrative Assistant III

Job Classification

R1-A3, Non-Exempt

Department Name

People and Culture

Supervisor

Associate Dean of People and Culture

Work Arrangement

On Campus

California University of Science and Medicine (CUSM) is seeking an experienced, highly organized, and service-oriented Administrative Assistant III to join our People and Culture team. This advanced administrative position supports department leadership and professional staff and independently coordinates recurring processes, programs, and activities across functional areas, including Benefits, HRIS, Learning and Development, Talent Acquisition, Employee Relations, and Rewards and Recognition.

What we're looking for: An accomplished administrative professional who takes ownership of their work, exercises sound judgment and discretion, manages multiple priorities with accuracy and attention to detail, maintains confidentiality, and enjoys providing responsive support in a collaborative environment.

This replacement position is available due to an internal promotion. The non-exempt position pays $28–$32 per hour, depending on education, job-related knowledge, skills, and experience, and requires on-campus work four days per week, with occasional evening or weekend work to support university events and activities.

The position is available immediately and will remain open until filled. Priority consideration will be given to applicants who submit a resume, application, and cover letter by September 15, 2026, to

Position Purpose 

Under the general supervision of the Associate Dean of People and Culture, the People and Culture Administrative Assistant III (AAIII) provides advanced administrative, operational, logistical, and technical support to People and Culture leadership and professional staff. The position independently coordinates recurring departmental processes and programs, maintains confidential employment records and information, and provides administrative support for employee programs, communications, special projects, and services across People and Culture functional areas, including Benefits, HRIS, Learning and Development, Talent Acquisition, Employee Relations, and Rewards and Recognition.

The AAIII exercises sound judgment, initiative, discretion, and independence within established processes and procedures to organize and prioritize work, resolve routine administrative matters, coordinate activities across departments and functional areas, and ensure the accurate and timely completion of assigned responsibilities. Through effective coordination, attention to detail, confidentiality, and responsive service, the position contributes to the efficient operation of People and Culture and the delivery of services to the CUSM community.

Essential Functions 

45% People and Culture Operations and Support

• Serve as a primary administrative resource for People and Culture, responding to routine inquiries from faculty, staff, students, applicants, and other stakeholders; provide information regarding established resources and processes, and appropriately refer matters requiring professional review.
• Independently coordinate recurring departmental administrative processes, including maintaining confidential personnel files and departmental records, updating employee and organizational information, maintaining university organizational charts and SharePoint resources, and coordinating education and transcript verification for new hires.
• Provide administrative and operational support across People and Culture functional areas, completing assigned tasks and recurring activities in support of departmental programs and services and collaborating with team members to ensure accurate and timely completion of work.
• Coordinate employee recognition programs and People and Culture events and activities, including birthdays, service anniversaries, life events, annual service recognition, wellness activities, and other employee programs; manage associated communications, scheduling, materials, logistics, and follow-up.
• Coordinate assigned administrative components of recruitment and hiring activities for Standardized Patients and support university recruitment activities, including candidate communications, interview scheduling, documentation, career fairs, and outreach events.
• Prepare, proofread, format, and maintain departmental correspondence, forms, reports, presentations, spreadsheets, webpages, and other materials; support the People and Culture Happenings newsletter by gathering and organizing content, photographs, and employee information.
• Coordinate departmental purchasing and financial administrative processes, including serving as an authorized BPM transactor, processing purchasing requests and vendor invoices, preparing expense reimbursements, reconciling assigned purchasing card transactions, maintaining required documentation, tracking receipt of goods and services, and coordinating payment approvals in accordance with university procedures.

30% Learning and Organizational Development Support

• Provide administrative support for the university's learning management system (LMS), including user access, course and instructor-led activity administration, roster maintenance, training records, learner troubleshooting, reporting, and routine system maintenance.
• Administer assigned components of university educational assistance programs, including tuition reimbursement and student loan repayment assistance; review submissions, track approvals and expenditures, coordinate with participants, Finance, and People and Culture leadership, and maintain accurate program records and account balances.
• Coordinate the administrative and logistical requirements for professional development programs, workshops, and campus-wide learning initiatives, including scheduling, registration, participant communications, materials, technology and room arrangements, attendance records, evaluations, and follow-up.
• Maintain learning and development program documentation and assist with compiling participation data, evaluations, and reports used to monitor program activity and effectiveness.

20% Executive and Administrative Support

• Provide advanced administrative support to the Associate Dean of People and Culture, including preparing, proofreading, and coordinating correspondence, memoranda, reports, agreements, presentations, spreadsheets, meeting materials, and other documents requiring accuracy, discretion, and confidentiality.
• Coordinate meetings and activities involving the Associate Dean and People and Culture, including scheduling, agendas and supporting materials, meeting logistics, minutes when assigned, and follow-up on action items and commitments.
• Coordinate assigned People and Culture projects and special initiatives by gathering information, conducting administrative research, tracking milestones and deliverables, preparing materials and reports, and coordinating follow-up with stakeholders.
• Assemble and reconcile monthly departmental expense reports and supporting documentation, and coordinate resolution of discrepancies as necessary.

5% Other duties as assigned

Required Educational Qualifications

High School diploma or General Education Degree (GED) and a minimum of six (6) years of progressively responsible administrative support experience, including experience independently coordinating office processes, programs, projects, or administrative activities. Experience working with confidential or sensitive information is required.

Skills and Abilities

• Advanced proficiency with technology and software, including Microsoft Office Suite, MS Outlook/Teams, SharePoint, Adobe Sign, Planner, LMS, and ADP WFN. 
• Working knowledge of human resources practices, policies, procedures, employee programs, and learning and development activities, with the ability to apply established guidelines accurately, maintain confidentiality, and recognize matters requiring referral to People and Culture leadership or professional staff.
• Strong interpersonal and customer-service skills with the ability to interact professionally with faculty, staff, students, applicants, vendors, and university leadership. 
• Strong written communication, proofreading, editing, and document-production skills. 
• Demonstrated attention to detail and accuracy in records, data, correspondence, and administrative processes. 
• Ability to organize and independently prioritize multiple assignments and recurring responsibilities. 
• Ability to exercise sound judgment and discretion when handling confidential employment and personnel information. 
• Ability to coordinate projects, meetings, events, and programs involving multiple stakeholders. 
• Ability to learn and effectively use HR, BPM, learning management, and other administrative information systems. 
• Ability to identify routine administrative issues, determine appropriate next steps, and escalate matters when necessary.
• Ability to occasionally work outside of regular business hours, including evenings or weekends, to support university events, programs, activities, or other departmental needs.

Preferred Qualifications

• Associate or bachelor’s degree from an accredited college or university.
• Administrative experience in human resources.
• Experience supporting senior-level leadership.
• Experience in a university or higher education environment.

Other Requirements

Items Used 

Standard office equipment including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend:  Constantly
• Write:  Constantly
• Perform Calculations:  Occasionally
• Communicate Orally:  Constantly
• Reason and Analyze:  Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 

FLSA Status: Non-Exempt

Job Description Preparation Date: August 2026

Equal Employment Opportunity Statement

We are an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including selection, hiring, assignment, re-assignment, promotion, transfer, compensation, discipline, and termination. CUSM prohibits discrimination, harassment, and retaliation in employment based on race; color; religion; genetic information; national origin; sex (including same sex); sexual orientation; gender identity; pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law.