Departmental Administrative Assistant
Job Description Summary:The LaFetra College of Education at the University of La Verne is seeking a detail-oriented and student-centered Student Success & Fieldwork Operations Coordinator. This role supports the implementation of our Integrated Advising Model by coordinating student advising services, programming, and communications in partnership with faculty and staff. The coordinator also manages clinical practice logistics, fieldwork placements, and maintains relationships with district partners to ensure high-quality experiences for candidates. The ideal candidate is highly organized, collaborative, and passionate about supporting diverse learners on their pathway to becoming educators. This position plays a vital role in aligning advising, fieldwork, and student success efforts across the college.
Minimum Qualifications:- Bachelor’s degree.
- 3 years of experience with office/clerical support with the ability to handle high-volume phone calls.
- 3 years of experience providing exceptional customer services skills.
- 3 years of experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook).
- 3 years of experience processing MOUs, contracts, reimbursement, purchase orders, and budget expenses.
- 3 years of administrative experience in a service-oriented environment, preferably in PK-12 and higher education including data entry, filing, scanning, etc.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files, and records. Designing forms. Ability to maintain confidentiality at all times for LFCE information, data, and records.
- Familiar with the PK-12 communities and partnerships.
- Time management and organizational skills; detail-oriented skills.
- Knowledge of principles and processes for providing support to students, faculty, and staff; ability to multi-task.
- Critical thinking skills, including using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
- Perform day-to-day administrative tasks such as communicating information and processing paperwork; ability to meet deadlines.
Preferred Qualifications:- Exceptional customer service skills and strong communication skills; written/verbal.
- Knowledge and skill in using Banner to retrieve student records, process overrides, and look up class, faculty, and other database information.
- ’Knowledge and skills in using advanced Office Suite functions.
Specific Duties:Duty:
Coordinate Departmental Scheduling, Academic Operations, and CommunicationManage and maintain the master department calendar, including:
- Scheduling meetings for the Department Chair, faculty committees, program events, and student related functions.
- Coordinating office hours schedules and teaching assignments in partnership with the Department Staff Coordinator.
- Preparing and distributing agendas, taking minutes, and ensuring timely follow up on action items.
Duty: Serve as the primary liaison for internal and external communication, responding to phone inquiries, email correspondence, and in person requests professionally and promptly.
Percentage of Time: 20%
Duty:
Student Support and Frontline ServicesProvide direct support to prospective and current students, including:
- Answering questions related to program pathways, course availability, faculty office hours, petitions, and departmental processes.
- Assisting students with navigating university systems, submitting forms, and accessing departmental resources.
- Coordinating advising related communications and scheduling student appointments for faculty and the Department Chair.
Duty: Maintaining a welcoming, inclusive environment aligned with the university’s student centered mission.
Percentage of Time: 20%
Faculty Assistance and Instructional Support
Provide logistical, clerical, and instructional support to faculty by:
- Preparing syllabi, course packets, exams, and instructional materials.
- Assisting with updates and navigation of LMS tools such as Brightspace, including uploading content or troubleshooting basic issues.
- Coordinating classroom and technology requests for teaching needs.
Supporting faculty recruitment, onboarding paperwork, and adjunct hiring processes.
Percentage of Time: 15%
Duty:
Administrative Support to the Department ChairProvide high level administrative assistance to the Department Chair, including:
- Managing the Chair’s calendar, scheduling meetings, and preparing materials.
- Assisting with departmental planning, accreditation preparation, annual reporting, and special initiatives.
- Collecting data, drafting communications, and preparing presentations, memos, and reports.
- Serving as a confidential administrative resource and supporting HR related workflows such as faculty evaluations, hiring processes, and onboarding steps.
- Supporting the Department Chair in coordinating and implementing seasonal projects, special assignments, and department wide initiatives as needed.
Percentage of Time: 15%
Duty:
Office Management and Supply ProcurementOversee daily operations of the department office by:
- Monitoring inventory and ordering supplies, instructional materials, and equipment.
Duty: Submitting and tracking maintenance requests and ensuring functionality of department equipment.
Percentage of Time: 5%
Duty:
Website and Communications OversightMaintain and update departmental web pages by working with MarComm to:
- Update faculty profiles, program pages, course listings, and announcements.
Duty: Develop newsletters, email announcements, and promotional materials that engage internal and external audiences.
Percentage of Time: 5%
Duty:
Course Scheduling and CoordinationWork collaboratively with the Department Staff Coordinator to:
- Assist with the department FLAC.
- Build and update course schedules each term.
- Verify instructor assignments, room scheduling, course caps, and catalog accuracy.
- Assist with communicating schedule changes to faculty and students.
Percentage of Time: 15%
Other Duties as Assigned
Provide flexible support to the Department Chair and department as needed, including assisting with cross functional tasks and overseeing or implementing seasonal and special projects that support departmental operations and strategic priorities.
Duty:
Percentage of Time: 5%
Salary Range
Maximum: $25.48
Minimum: $21.86
Benefits Summary:Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation
Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan.
Employment is contingent upon successful completion and clearance of a background check and employment verification.
Location: La Verne Main Campus
Close Date: Open Until Filled: No
To be considered for this position please visit our web site and apply on line at the following link:
http://laverne.eduInstitutional ProfileLocated in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.
The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.
The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation
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