Executive Assistant, Snyder School of Cinema & Media Arts

JOB DESCRIPTION

Snyder School of Cinema & Media Arts

Executive Assistant

The Executive Assistant (“EA”) to the Snyder School of Cinema & Media Arts (“CMA”) provides high-level administrative support and assistance to the dean and other assigned leadership staff. Noted as one of the top film schools in the world by multiple entertainment industry trade publications, this role engages in a wide variety of activities for the Snyder School including but not limited to maintaining general office management, personnel and departmental calendars, scheduling meetings/spaces, departmental communication, travel arrangements, preparing correspondence and expense reports, department budget management, faculty/adjunct/consultant contracts, student worker supervision, and other various departmental tasks as assigned.

This role is a key point of contact into the Snyder School. It interacts with many other departments within the university as well as all levels of personnel both internally and externally, including but not limited to university leadership, parents, current and prospective students, vendors, faculty, adjunct educators, industry guests, among others.

The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

The ideal candidate is a self-motivated, proactive problem solver who is comfortable initiating solutions and improvements. Due to the significant interaction with others, from students to executives, the Executive Assistant must have exceptional written and oral communication skills with meticulous attention to detail. With at least three years of prior clerical office experience requested, the EA exhibits a professional and positive attitude while performing duties, supporting staff, and in all interactions with others.

Multi-tasking, flexibility and consistency is critical, as is maintaining the confidentiality of student information and school operations.

• Provide general office administrative support including but not limited to managing the dean’s and the overall Snyder School’s calendars, scheduling meetings, phone coverage, room scheduling, organization, office supplies, expense reports, travel logistics, and other related responsibilities.
• Serve as a resource for inquiries and information for students, guests, parents, and co-workers.
• Manage the workflow within CMA for the hiring of new faculty, adjuncts and consultants. Prepare and process hiring, contracts, payroll processes, and course development contracts. Responsible for onboarding them.
• Issue annual faculty and adjunct contracts.
• Together with the Academic Office Manager, manage the teaching units/assignments for faculty and adjuncts.
• Facilitate the annual faculty promotion process including timely communication of annual deadlines, collection of promotion materials, and related.
• Responsible for managing the CMA and Production Center budgets, working alongside the Dean, Assistant Dean, and Director of Studio Operations. Includes but not limited to department purchases, tracking, projections, strategic planning, fees, expense reimbursements, fund transfers, scholarships/grants, event expenses, and related. Ensure budgets are analyzed, designed, and implemented to meet departmental current and future needs.
• Meet budget deadlines while seeking efficiencies.
• Identify and reconcile variances between budgets and actuals at the end of each reporting period.
• Process all invoices and reimbursements in a timely manner.
• Partner with the Academic Office Manager in the selection, hiring, and management of CMA student workers, including interviewing, training, timecard processing, scheduling, work assignments and related.
• Serve as a liaison with HR, in collaboration with CMA leadership, to create and/or update job descriptions,…