Administrative Assistant

Administrative Assistant

Location: Fremont, CA

Salary Range: $28.59- $33.78 per hour, F/T, non-exempt.

SFBU’s mission is to offer inclusive, innovative, and inspirational education for lifelong careers.

At SFBU, students come first. We prioritize students’ needs by fostering personal engagement between faculty, staff, and students. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice. Our professors are accomplished professionals who provide real-world experience in the classrooms to enhance the learning experience and prepare students for future careers.

Position Overview:

San Francisco Bay University ("SFBU") seeks an Administrative Assistant to provide administrative support to the areas reporting to the Provost and Vice President of Academic Affairs at SFBU including the Provost, Associate Provost, Registrar, and Deans. The candidate will require a high level of professionalism, high attention to detail, confidentiality, and excellent written and verbal communication skills. This position is a full-time non-exempt position under the Fair Labor Standards Act (FLSA).

Essential Duties and Responsibilities:

Maintain the calendar of administrators, such as scheduling and managing meetings, travel, special events, and more.
Prepare, manage, and monitor the Academic Affairs budget of the departments within the divisions, including expense reports and credit card payments.
Greet and assist visitors in a friendly and professional manner.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Coordinate travel arrangements and planning, including nation-wide faculty searches.
Assist with office management responsibilities for the university, such as ordering supplies, making service calls, conference room setups, ordering and picking up food catering.
Work on assignments that are sensitive in nature and require complete confidentiality.
Maintain a variety of records and documents.
Draft, review, and send communications on behalf of administrators.
Produce presentations and other written documents.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations, expense, statistical, or monthly reports.
Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
Research information expeditiously and accurately; gather and present information in a clear, understandable format with all data and options needed to make informed decisions.
Manage projects, including, but not limited to, timelines and budgets.
Contribute to committee or teamwork.
Plan and organize events and meetings.
Handle special projects and events.
Additional responsibilities and tasks as assigned.

Minimum Qualifications:

High school diploma, GED or equivalent
Five (5) plus years of administrative experience, or equivalent combination of experience, training, and/or education.

Preferred Qualifications:

Bachelor’s degree preferred.

Knowledge, Skills and Abilities:

Excellent grammar and spelling skills.
Excellent customer service skills and a high level of professionalism.
Demonstrated ability to work in a fast-paced, high-volume environment, both independently and collaboratively.
Excellent written and verbal communications skills.
Ability to follow procedures and strong attention to detail.
Strong organizational and time management skills.
Strong problem-solving skills and proactive attitude.
Commitment to a growth-mindset and willingness to learn and adapt as position evolves.
Must possess ability to, and genuine interest in addressing the needs of students, and sensitivity to, and understanding of, the diverse academic, socioeconomic, and cultural/ethnic backgrounds of the students.
Computer proficiency: Create and manipulate Microsoft Office documents such as PowerPoint, Excel, Word; experience with Google Applications (Gmail, Calendar, Drive, Google Docs, Sheets, Slides and Adobe Acrobat); ability to use browser-based software services and databases; ability to conduct Internet searches and locate information.
Requires ability to operate standard office equipment.
Ability to be licensed as a Notary Public within 3 months of hire.