Administrative Assistant I/II - University of La Verne in Ontario California

Unfortunately, this job is expired as of 12/4/2015.

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University of La Verne

Ontario, California

United States


Detailed Job Description

Provide administrative support for the regional campus, its director, academic advisors, assigned recruiters, and for full-time and adjunct faculty teaching classes at the Inland Empire Campus.

This is the lead administrative assistant for one of the large regional campuses. Due to the size of the campus, the duties and responsibilities of this position are more demanding and complex than those at the smaller campuses because the position supports a larger number of students, faculty, and satellite locations. The duties and responsibilities are outlined below.

Specific Duties

Assist the Enrollment Advisor and other staff in managing web and paper applications in a timely and accurate manner. This requires a comprehensive understanding of Banner student forms. Perform audits, evaluate and update screens, evaluate screens for missing or inappropriate data, assuring no double ID numbers, verify that students are eligible for possible discounts, and assist in troubleshooting solutions. Responsible for keeping data current. Meet deadlines that are planned and unplanned, including receiving student admission documents, date stamping, and logging them into student files and the Recruiter management system. Notify academic advisors when there is a concern about the appropriateness of the admission document, and again when the file is ready for admission..

Act as Banner super-user to assist students and faculty who are having technical difficulties with Banner web processes (registrations, drops/withdrawals, grading, etc.)

Manage and maintain all student files and administrative files in an efficient manner including Banner Document Imaging (BDMS) responsibilities.

Each term, under the director’s guidance, create an electronic schedule of the courses to be offered by the campus and submit to the webmaster for posting on the University website.

Each term, secure book requests from faculty and order instructor desk copies, and submit booklist to the La Verne Bookstore in an efficient, timely manner.

Each term, create the course CRNs in Banner, ensuring that all required fields have the appropriate information. Audit this information before students are eligible to register. Mistakes could prevent eligible students from registering, allow ineligible students to enroll in specific courses, and could cause the system to charge incorrect student tuition and fees.

Each term, prepare instructor contracts by the required HR and Payroll deadlines.

Manage and monitor classroom condition and needs. Each term, verify that classroom technology is functioning properly.

Under the Director’s guidance, each term secure classroom facility with school, hotel, corporation, or military; create PO when necessary; monitor billing statement for accuracy, and submit bills for payment after approval from Director..

Manage service contracts for office equipment. Manage and maintain office and classroom supplies and equipment inventories, prepare purchase orders and check requests as required.

Inactivate Student Records, purge and archive files as prescribed by policy.

Participate in training deemed necessary. Training may require travel to training site.

Provide general program information to prospective students & current students. Function as receptionist and answer incoming phones. Assist administratively in marketing/recruitment efforts. Assist faculty and staff with photocopying and preparation of required materials.

Under the Director’s guidance, use social media to make the University’s and the Regional Campus’ presence known in the electronic environment, and to use them to inform prospective students of Regional Campus programs, and to inform current students of events, schedules and due dates.

Provide the required support to the director, academic advisors, and faculty members (FT and PT) teaching for the regional campus.

Minimum Qualifications

The ability to work as an effective team member and to develop effective and trusting relationships with students and La Verne employees is critical to success in this position. The ability to multi-task, troubleshoot and to possess thorough follow-up skills is a must to prosper/succeed in this role.

The ability to utilize the University’s administrative computer software system (Banner) to retrieve student records and to input admission, registration, and transfer credit information is critical to success in this position.

High School Graduate.

Three years of successful office experience demonstrating good people skills, good computer skills, good organizational skills, good customer service and telephone skills. Successful candidate must demonstrate ability to prioritize, initiate and complete tasks, and possess a good sense of humor.

Needs to be a team player. Willingness to work overtime occasionally to accommodate special needs. Able and willing to make occasional trips to La Verne campus or ROC or other sites as needed for meetings and/or training. Must have a valid CA Drivers License.

Familiarity with all varieties of office machines. i.e. phone, fax, computers, printers, copy machines etc. Familiar with Windows, MS Office, Web, E-mail and social media.

Ability to quickly learn and gain mastery of Banner education software and Recruiter education software.

Preferred Qualifications

Some college preferred so that the employee will have knowledge and understanding of college curricula and administrative procedures.

Familiar with Banner education software and Recruiter education software.

Benefits Summary

The hiring range for this position is dependent upon qualifications and departmental equity. Benefits of employment include a comprehensive health and welfare plan, tuition remission program for employee, spouse and dependent children and a generous 10% contribution to the University’s 403B retirement plan


Inland Empire Campus

Special Instructions to Applicants

Open Date 11/05/2015

Keyword Phrases

  • Administrative Assistant I/II
  • Employer of Choice
  • Diversity & Inclusivity
  • Hispanic Serving Institution
  • Other Administrative
Employment Type:Administrative Staff
Degree Required: High School
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter