Administrative Coordinator- College of Arts and Sciences

Administrative Coordinator
- College of Arts and Sciences

Position Category: Staff (Non-Exempt)

FLSA: Non-exempt

FTE: 1

Location: Thousand Oaks

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.

Under the direction of the College Services Manager (CSM), the Administrative Coordinator for the College of Arts and Sciences provides administrative, operational, communications, and event support within the College of Arts and Sciences. The position serves in a dual-support role, providing administrative support to one or more academic departments while also supporting broader College operations and initiatives in partnership with the College Services Manager.

Academic Department Administrative Support (40% of position)

• Provide administrative support to assigned academic department faculty and department leadership. E
• Support departmental scheduling, purchasing, reimbursements, contracts, and operational processes. E
• Coordinate adjunct support, faculty communications, syllabi collection, office hours, and departmental records. E
• Assist students, faculty, guest speakers/artists, and visitors with departmental needs and inquiries. E
• Coordinate facilities requests, work orders, room scheduling, and operational support related to departmental activities, performances, or events. E
• Assist with department-sponsored events, performances, auditions, lectures, or other activities as assigned. E

College Communications and Outreach (40% of position)

• Work in partnership with the College Services Manager to coordinate college-wide communications and outreach efforts. E
• Draft, format, and distribute the weekly COAS newsletter and other college-wide communications. E
• Maintain and manage college email distribution lists and communication groups. E
• Create and manage weekly social media content for College of Arts & Sciences platforms, including Linked In and Facebook. E
• Monitor social media engagement and analytics and assist with adjusting communication strategies to increase engagement and audience reach. E
• Promote faculty accomplishments, College Applause recognitions, student achievements, events, and academic initiatives across college communication channels. E
• Assist with website updates, organizational materials, and operational communication documents as assigned. E

Scheduling & Operational Support (20% of position)

• Provide backup administrative and operational support for scheduling and faculty load processes in partnership with the College Services Manager. E
• Assist with Course Dog workflows, schedule updates, section changes, room coordination, and related operational follow-up. E
• Coordinate communication among departments, Associate Deans, and the Registrar's Office regarding scheduling and operational needs.
• Serve as a liaison to administrative assistants within the College to support consistent processes, communication, and workflow coordination.
• Provide administrative support to the College Services Manager for scheduling, meetings, College events, and special projects as needed.
• Prepare, format, edit, and maintain a variety of materials, including calendars, correspondence, memoranda, agendas, meeting minutes, reports, requisition, records, logs, and files.
• Review, compile, and verify information for accuracy, completeness, and compliance with established procedures; input and retrieve data in university systems as required.
• Maintain operational records, timelines, files, and organizational processes across the College, while ensuring confidentiality of information and records.
• Coordinate activities and events for assigned areas and arrange for related services and logistical support.

Additional Duties

• Assist with student worker coordination.
• Support DEI/HSI efforts.
• Provide event planning and operational support as assigned.
• Provide backup support within the College administrative team.
• Support accreditation, assessment, and institutional initiatives as assigned.
• Perform related duties as assigned.

E= Essential Duties

• Modern office practices, administrative procedures, and records management.
• Microsoft Office Suite and standard office technologies.
• Scheduling systems, database applications, and administrative software.
• Business communication, customer service, event coordination principles.
• Social…