Administrative Secretary for OSI and Spiritual Life

Administrative Secretary For Osi And Spiritual Life

This position is 50% support for Office of Student Involvement (OSI) and 50% support for Spiritual Life.

Administrative Secretary OSI

Job Summary This Administrative Secretary will perform diversified administrative duties for the office, interacting extensively with students and persons in all positions across campus. In addition they will have the responsibility of executing office projects which include, but are not limited to, coordinating large scale events throughout the year, Eagle Connect trainings and Student Organization / Club management.

Duties and Responsibilities

• Facilitates communication between students, parents, faculty and staff and the Office of Student Involvement by making appointments, taking messages, and screening visitors and telephone calls to determine if they are in the "correct office" and referring them to other departments when appropriate. Supervises and oversees work schedules for student workers.
• Maintains an organized and efficient office environment.
• Assists in the management of Eagle Connect, coordinator of student organization approvals Manages and oversees Student Organizations' budgets.
• Responsible for imputing and checking data on Kronos and Banner.
• IGNITE - assists in executing freshman orientation
• Assist in approvals of IGNITE leaders.
• Creates IGNITE Family Groups.
• Implements internal office procedures.
• Handles all correspondence including electronic not requiring personal attention of a specific person in the office.
• Assists in the management of all Eagle Communications - Eagle Cry, Eagle Stamp and ETV's
• Acts as liaison with other offices for smooth coordination of work.
• Handles documents and correspondences involving confidential information.
• Maintains detailed schedule of office and Director.
• Provides leadership in arranging for special events.
• Schedules and assists in preparing agenda, takes and keeps minutes for regular meetings. Oversees loan equipment form and keeps inventory of office / event supplies
• Other miscellaneous duties as assigned by the Director.

Knowledge, Skills and Abilities

Qualifications : 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires a broad and comprehensive knowledge of theories. Must be highly organized, have a high level of interpersonal skills, with preference towards working on ones own imitative.

Education / Experience : Bachelor's degree (B. A.) from four-year college or university. Two years related experience and / or training. Requires self-management and project management abilities as well as advanced skills relating to standard office equipment, ability to manage in a fast paced environment. Previous collegiate leadership is preferred. Must be reliable, accurate, flexible and work well both independently and as a team player. Previous knowledge and use of public relations and customer service as well as the ability to negotiate with vendors and clients. Must have the ability to focus on the details and think creatively.

Language Ability : Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public as this position frequently communicates complex information. Ability to train and monitor others' performance. Ability to present, resolve conflicts and address delicate situations. Ability to motivate and persuade others.

Math Ability : Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability : Must have excellent data analysis skills. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills : To perform this job successfully, an individual should have knowledge of Microsoft Office Suite, Google Workspace, Blackboard, Eagle Connect, SLATE, Self-service and Banner.

Certificates and Licenses : Valid CA Driver License

Supervisory Responsibilities : This job supervises student's daily activities.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts and risk of electrical shock. The noise level in the work environment is usually moderate.

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and / or move up to 15 pounds, frequently lift and / or move up to 30 pounds and occasionally lift and / or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.

Administrative Secretary Spiritual Life

Job Summary : The Administrative Secretary provides clerical and hospitality support for the Office of Spiritual Life. The role ensures smooth daily operations, offers a welcoming presence to all who seek spiritual care, and advances the office's mission to "take Jesus seriously by doing the things Jesus taught."

Core Responsibilities

Front-Office & Guest Services : Warmly greet and assist students, employees, and visitors, delivering exemplary customer care, and manage a multi-line phone system while relaying clear, accurate messages.

Event & Program Support : Assist chaplains and student leaders with scheduling, logistics, and occasional on-site coordination for worship services, retreats, and signature Spiritual Life programs, adjusting work hours as needed for evening or weekend events.

Clerical & Record Management : Maintain organized electronic and physical filing systems, prepare meeting agendas, record and distribute minutes, and process routine correspondence and campus-wide communications.

Calendar & Scheduling : Manage the department's master calendar and chaplains' appointment schedules, and coordinate student-worker shifts while tracking timecards.

Fiscal Processing : Initiate and monitor check requests, expense reimbursements, purchase orders, and financial holds in compliance with university policy, then reconcile receipts and maintain basic budget-tracking spreadsheets.

Digital Presence : Update Office of Spiritual Life web pages and digital signage to ensure all information remains current and accurate.

Team Support & Miscellaneous Duties : Participate in weekly "All-Hands" meetings, Spiritual Retreat, Advance Training Week, and Weeks 110 of each academic quarter, and perform additional duties as assigned to meet evolving departmental needs.

Collegal & Institutional Expectations :

Required Qualifications :