Department Secretary, Communication Arts: 30-hour, 12-month position Job at Cali

Department Secretary, Communication Arts: 30-hour, 12-month position

Job Title: Department Secretary, Communication Arts: 30-hour, 12-month position

Posting Number: S1487P

Pay Range: The compensation for this appointment will range from $20.00 – $21.50 hourly and reflects what California Baptist University reasonably expects to pay for this staff appointment. Actual compensation may vary based on the qualifications and experience of the applicant, as well as market conditions. In addition to wages, CBU offers a robust suite of employee benefits.

Position Summary: To provide administrative support to the Department of Communication Arts in its role at California Baptist University by performing duties essential for ensuring the efficient operation of the department and facilitating communication and coordination within the department and with external stakeholders.

Essential Duties and Responsibilities:

1. Department oversight:
   • Reports to the Department Chair and oversees the Department office.
   • Coordinates and manages department activities and operations to ensure efficiency and compliance with organizational policies.
   • Maintains office supplies and equipment, ensuring that inventory levels are adequate, and equipment is operational.
   • Processes all adjunct, student worker, and staff HR paperwork.
   • Arranges faculty and staff interviews, reviewing applications, communicating with all applicants, answering inquiries, and monitoring status.
   • Coordinates and updates website and catalog revisions.
   • Stores student records (attendance and grades), maintaining confidentiality of records.
   • Composes and prepares confidential correspondence, reports, and other complex documents.
   • Organizes and maintains file system and files correspondence and other records.
2. Administrative Support:
   • Provides administrative support to the department chair, including preparing documents, managing calendars, and handling correspondence.
   • Organizes and maintains files and records, ensuring they are up-to-date and easily accessible.
   • Assists with CSWs, faculty scheduling, report preparation, and other documentation.
3. Communication:
   • Serves as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed by telephone, email, and mail.
   • Schedules and coordinates meetings, appointments, and travel arrangements for the department.
   • Assists in the preparation and dissemination of communications, such as texts, emails, and social media.
4. Project Coordination:
   • Supports department projects by managing timelines, coordinating resources, and tracking progress.
   • Oversees department outreach student worker team through Basecamp.
   • Assists with the planning and execution of events, workshops, and other departmental activities.
   • Works with C&E and Provider for event location and food.
   • Prepares all salary initiation memos and adjunct and special assignment agreements.
   • Creates and processes requisitions, travel arrangements, budget transfers, and check requests for the department.
   • Assists in monitoring and managing department budgets and expenditures.
   • Processes invoices, expense reports, and other financial documents accurately and in a timely manner.
5. Customer Service:
   • Greets and assists visitors, providing a welcoming and professional impression of the department.
   • Handles inquiries and complaints with professionalism, escalating issues to the appropriate person as necessary.

Supervisory Responsibilities: This position does not have supervisory responsibilities but may guide or coordinate the work of temporary staff, student workers, or junior administrative personnel.

Other Knowledge Skills and Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Demonstrated ability and willingness to live and uphold the University’s Christ-centered mission and values.
• Skill in the use of personal computers and related software applications.
• A thorough knowledge of Business English and arithmetic; general office methods, procedures, and practices.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to gather data, compile information, and prepare reports.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Knowledge of standard budgeting and expenditure control procedures and documentation.
• Ability to make administrative/procedural decisions and judgments.
• Ability to develop and maintain record-keeping systems and procedures.
• Ability to resolve customer complaints and concerns.
• Ability to investigate and analyze information and to draw conclusions.
• Strong interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff, and student body, and interact positively with all levels of staff and external contacts.
• Exceptional ability to manage multiple tasks and prioritize workload effectively.
• Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and with project management software (e.g., Basecamp). A working knowledge of the Adobe Creative Suite would be preferred.
• High level of accuracy and attention to detail in managing documents and information.
• Ability to anticipate needs and solve problems proactively.
• Ability to handle sensitive information with discretion and maintain confidentiality.

Education and/or Experience: High school diploma or general education degree (GED); and one to two years’ related experience and/or training in a similar role in higher education; or equivalent combination of education and experience. Possessing a Bachelor’s degree is a desired qualification.

Open Until Filled: Yes

Special Instructions to Applicants: State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.