Office Administrator

Job Description : POSITION SUMMARY :

The Office Administrator for the Office of the President provides high-level administrative and operational support to ensure the efficient functioning of the President's Office. This role serves as the primary point of contact for internal and external stakeholders, manages office operations, and upholds professionalism, confidentiality, and efficiency. Additionally, the Office Administrator supports the Chief of Staff in administrative and strategic initiatives, including supporting Board of Trustees activities, managing meeting logistics, and handling sensitive institutional matters. This position requires the exercise of independent judgment and decision-making on significant matters and includes discretion in policy implementation and operational efficiencies

SUPERVISION RECEIVED : The candidate normally receives little instruction on day-to-day work and receives general instructions on new assignments.

SUPERVISION EXERCISED : Minimal or no supervisory responsibilities.

ESSENTIAL FUNCTIONS :

Administrative Support & Office Management

• Serve as the primary gatekeeper for the Office of the President, managing access, prioritizing inquiries, and maintaining a high level of discretion.
• Manage calendars, coordinate meetings, and schedule appointments for the President and Chief of Staff.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of the President.
• Handle incoming calls, emails, and other communications, ensuring prompt and professional responses.
• Maintain an organized filing system, both electronic and physical, for confidential and institutional documents.
• Develop and implement administrative procedures that support operational efficiency and compliance.
• Exercise discretion and independent judgment in handling confidential and strategic information.

Support for the Chief of Staff & Board of Trustees Coordination

Financial & Operational Support

Special Projects & Institutional Engagement

Is regular attendance an essential function? ☒ Yes ☐ No

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES :

KNOWLEDGE :

Knowledge of basic financial processes, including invoice processing, budget tracking, and making financial recommendations for operational efficiency.

Knowledge of Microsoft Office Suite, Zoom, and other productivity tools used in executive office settings. Working knowledge of Constant Contact is preferred.

SKILLS :

ABILITIES :

POSITION QUALIFICATIONS :

TYPICAL WORKING CONDITIONS (Describe environment including exposure to heat, cold, fumes, etc.)

EQUIPMENT USED : (List all manual and automated equipment used in the course of performing essential functions.) [This section may be used to describe the tools and equipment which the employee will normally use to undertake the essential functions of the job. This is useful in the recruitment and selection process, and in considering reasonable accommodations]

which may need to be made for persons with disabilities.

ESSENTIAL PHYSICAL & MENTAL TASKS :

Physical Demands :

Standing ☒ Driving ☒ Walking

Hearing ☒ Speaking

Reaching ☒ Writing ☒ Seeing

Other : Typing

Physical Environment - Exposed to :

Noise ☒Other : Dust

Mental Demands :

Reading ☒ Frequent Interruptions ☒ Periods of Concentrated Attention

Detailed Work ☒ Frequent Contact with People

Frequent Deadlines ☒ Multiple Concurrent Tasks

TRAVEL : (% of total time) : Up to 5% of total time

ENVIRONMENTAL CONDITIONS :

The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of the job :

The noise level in the work environment is usually quite to moderately noisy while in the office. The office temperature is about 70 degrees.

DECISION MAKING :

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES :

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts.

FINANCIAL RESPONSIBILITY :

This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals.

Pacific Oaks offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include : generous paid time-off, medical and dental coverage, company-paid life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts (FSA), tuition reimbursement, professional development, and regular employee appreciation events.

Pacific Oaks is an Equal Opportunity Employer.

Apply Link : Company :

Pacific Oaks