Reception & Administrative Operations Assistant; Internal

Position Title Reception & Administrative Operations Assistant (Internal Applicants Only)

Position Category

Position Category Staff (Non-Exempt)

FLSA

FLSA Non-exempt

FTE

FTE 1

Location

Location Thousand Oaks

University Background

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.

Basic Function

Under the direction of the Director of Campus Safety, the Reception & Administrative Operations Assistant is responsible for professionally answering and routing telephone communications received at the main switchboard; dispatching Campus Safety calls for service, including emergency response; overseeing the daily operations of the Pederson Administration Building’s front desk; providing administrative support to the building occupants to include mail distribution; receiving and directing guests, donors, and VIPs.

Representative Duties

• Provides oversight/administration of the routine daily operations of the Pederson Administration building front desk. E
• Monitor the general office email account. E
• Manage the University’s conference room reservation system. E
• Receive and distribute incoming office mail. E
• Provides information and directions as necessary for visitors to the campus, vendors, staff, including daily use of Course Dog and directory information. E
• Performs office duties, such as filing, purchasing office supplies, preparing reports and correspondence, etc. E
• Maintains records; process invoices; purchase orders. E
• Answering, screening, and directing incoming phone calls.
• Dispatches Campus Safety Officers to Pederson Administration Building calls for service and emergencies. E
• Monitors building access and cctv cameras. E
• Submitting facility maintenance requests and overseeing supply orders via Campus Services. E
• Maintain water dispenser stocked with refills. E
• Performs other related duties as assigned. E

Knowledge Of

• Laws, rules and regulations related to assigned activities.
• Interpersonal skills using tact, patience and courtesy.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Radio procedures and protocol.
• Information on campus activities and Course Dog events.
• Social media used by students

Ability To

• Operate appropriate technical equipment and tools.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Perform responsible secretarial and clerical assistance duties.
• Make arithmetic calculations quickly and accurately.
• Learn to interpret, apply and explain rules, regulations, policies and procedures.
• Understand and follow oral and written instructions.
• Meet schedules and timelines.
• Multi-task.
• Operate a computer and applicable software.
• Operate a switchboard.
• Operate CLU’s access control systems.
• Work independently with minimal supervision
• Experience in de-escalation and security response should there be any threat (Panic button, managing difficult visitors, etc.).
• Ability to develop security protocols for various scenarios and facilitate training with…