Job Opportunities

Administrative Assistant
Ananda College of Living Wisdom (ACLW)

Date Posted: November 2011

Job Description

Under the direction of the Chief Administrator, the full-time administrative assistant provides high-level office management support for a unique liberal arts college. The campus is located on the grounds of a seclusion retreat in the foothills of the Sierra Mountains… The Administrative Assistant must be able to deliver high quality reception and customer service to all members and customers of the Ananda College community; discretely manage confidential information, and have the ability to multitask in an often fast-paced academic and residential environment;

Essential Duties and Responsibilities

Duties and responsibilities include the following. Other duties may be assigned.

Administrative Support to Chief Academic Officer (CAO) and Admissions Office

  • Supports Admissions Office, and recruitment process. Assists in the coordination of arrangements for student visits and meetings. Maintains files, records, prepares correspondence. Assists in preparation of college catalogue, brochures, and public relations materials. Assists in coordination of student interns and special projects.
  • Assists in coordination of accreditation process, mandates, and regulations.
  • Compiles teaching schedules and faculty office hours, providing information to faculty, students and general public. Compiles student information, schedules, class rosters, etc.
  • Provides information and orientation to new, full, and part-time faculty members regarding ACLW academic policies, procedures, and departments.
  • Manages Purchase Order system. Orders supplies, resources, publications, and materials for faculty and administrative office. Monitors technological needs. Also orders publications, books, and desk/ examination textbooks.
  • Distributes and collects teacher and student evaluations. Compiles syllabi, documentation and other classroom, departmental, board, or committee materials as requested by CAO.
  • Updates and maintains constant contact lists, inquiries database and alumni database. Compiles history of enrollment list and trends.
  • Maintains files as requested; maintains central location of forms.
  • Maintains and monitors identified financial records and receipts.
  • Assists in travel arrangements and reservations for field trips and Travel Abroad.
  • Duplicates materials , create and laminates signs for identified locations.
  • Coordinates meeting arrangements and verifies appointments as required.
  • Arranges for the distribution of college mail as required.
  • Coordinates/prepares key/equipment and related facility requests for faculty and college staff.
  • Initiates maintenance and service calls for office equipment.
  • Keeps informed about academic events and executes appropriate action.
  • Oversees or maintains content and appearance of program bulletin boards throughout campus.
  • Designs fliers announcing/advertising events and, upon approval, disseminates to Ananda Community.
  • Coordinates food/beverage with kitchen and room set-up with Facilities Dept. for functions and events.
  • Assist as requested in preparation of Individual & Departmental Reports.
  • Maintains close working relationship with Facilities & Operations Dept. to ensure prompt attention to maintenance problems.
  • Insures departmental copiers and printers are in working order and filled with ink and paper.

Customer Service

  • Provides front-line service to Ananda College’s faculty, staff, students, and external community.
  • Answers telephone calls and receives visitors from faculty and students; responds to all inquiries with a high level of professionalism; follows-up as necessary.
  • Contact students regarding cancellation of classes or schedule adjustments.
  • Arranges for instructional technology for classroom use as requested by faculty and staff.
  • Distributes and collects examination, study, or classroom materials in the absence of faculty.

Qualifications

In order to be successful, this job requires a high-level set of skills.

Education and/or Experience

Bachelors' degree with 3-4 years office experience preferred, preferably in a high education environment, or satisfactory combination of education and/or experience. Successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all

levels of the institution and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication.

Technology Skills

Excellent knowledge and proficiency in the use of Microsoft Office Suite products, such as Word and Excel; ability to use Internet and email; willingness to learn new software programs as needed by Faculty Services.

Relevant Skills

Strong written and oral command of the English language essential. Ability to read, and analyze general and professional text and journals. Ability to write routine reports and business correspondence in the English language with clearly organized thoughts using proper sentence construction, punctuation and grammar. Ability to effectively present information and respond to questions from faculty, staff, students, alumnae and the general public.

Ability to work with and apply basic mathematical concepts timely and accurately, either manually or by using a calculator.

Ability to solve practical problems and deal with a variety of office and procedural situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or scheduled form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in a theoretical arena and apply logic as appropriate.

Physical Demand

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 frequently required to sit; walk; use fingers, hands, reach with hands and arms; and talk and hear. The employee is occasionally required to stand. The employee may occasionally be required to stand and lift and move up to twenty-five pounds. Specific vision abilities required by this job include close, distance, and peripheral vision.

Living and Work Environment

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Very low to moderate noise level in the work environment includes interaction with other staff, students, and the public; Other noise may be generated by office equipment including telephone, computers and instructional equipment. Evening or weekend could be required to support special events or projects.

Other Considerations

The Administrative Aide is required to live on or near the campus of ACLW. The campus is located in a remote, rustic, forest setting…

To Apply

Qualified applicants may apply by submitting a résumé, cover letter, and three professional references to:

Ananda College of Living Wisdom
14618 Tyler Foote Road, #114
Nevada City, CA 95959, USA

The Ananda College of Living Wisdom does not discriminate on the basis of sex, race, color, national origin, sexual orientation, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws and complies with the law regarding reasonable accommodation for disabled applicants and students.

Short Article

Full-Time Position (40 hrs). Assist the Chief Administrative Officer with duties of administration and admissions. Provide front-desk and front-line service to faculty, students, and the external community. Duties include general office and public relations.

Qualifications

  • Preferred Bachelor’s or A.A. degree with 3-4 years of office experience or equivalent experience
  • Strong written and verbal command of the English language.
  • Ability to work independently and as a part of a team
  • Excellent knowledge and proficiency of Microsoft Office Suite including Excel, Outlook Explorer (other)
  • Excellent customer service skills
  • Strong project/task coordination and time management skills
  • Willing to live on-campus

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