Administrative Assistant III

POSITION CODE: 7499

DEPARTMENT/ADMINISTRATION: Communicative Disorders

POSITION: Staff, Non-Exempt, Full-time (40 Hours)

SALARY RANGE: $18.27 - $20.56 Per Hour

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: Six (6) Months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: March 4, 2025

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

The Administrative Assistant III (AA III) is a highly organized and proactive professional responsible for providing comprehensive administrative, clerical, and logistical support within the Communication Sciences and Disorders (CDIS) department. This role is pivotal in ensuring the smooth and efficient operation of the department, which encompasses both undergraduate and graduate studies, as well as community service initiatives. The AA III will act as the primary support staff person in coordinating and implementing day-to-day office operations, supporting graduate student recruitment and admissions, facilitating faculty search processes, managing departmental finances, and ensuring coordination of student activities and departmental events.

As the AA III, you will serve as a key liaison between students, faculty, and campus support services, assisting with academic and administrative tasks and ensuring effective communication across departments. You will take ownership of multiple essential duties, from scheduling and coordinating graduate admissions to handling faculty administrative needs and maintaining department resources. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work independently in a fast-paced, diverse environment. A focus on confidentiality, customer service, and multi-tasking is essential, with a preference for bilingual candidates to ensure broader communication accessibility.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Coordinate graduate student recruitment activities, including managing inquiries, scheduling visits, and facilitating communications.
• Process graduate student applications, admissions documents, and maintain accurate records of admission statuses.
• Organize and coordinate graduate student activities such as orientations, comprehensive exam meetings, and commencement events.
• Serve as a liaison to campus support services such as registrar, financial aid, and student services, assisting students with various administrative tasks.
• Audit, review, and process applications for state licensure, national certification, and credentialing for students and faculty.
• Assist with faculty search processes, including preparing documentation, organizing meetings, and coordinating travel arrangements.
• Support department chair and faculty in accreditation activities, adjunct contracts, and course scheduling.
• Prepare purchase orders, track budgets, and maintain office supply inventory.
• Handle check requests, expense tracking, and other financial documentation related to departmental operations.
• Submit work orders for building maintenance and coordinate room reservations for department events.
• Collaborate with University Marketing and Communication to manage departmental social media efforts.
• Maintain confidentiality for department-related matters, including sensitive student and faculty information.
• Adhere to all department safety, housekeeping policies, and legal requirements.
• Perform additional administrative duties as required, including special projects and ad hoc requests from department leadership.
• Perform other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required:

• High school diploma or equivalent; additional coursework or experience in administrative support (2-3 years) preferred.
• At least 5-8 years of related experience with increasing responsibilities in administrative or office management roles.
• Knowledge of word processing, spreadsheets, database software, and publication software.
• Experience in budgeting, recordkeeping, and managing office supplies.
• Excellent communication and organizational skills with the ability to manage multiple tasks simultaneously.
• Ability to work independently, exhibit initiative, and problem-solve in a fast-paced environment.

Preferred:

• Associate’s or Bachelor’s degree in Business Administration, Communications, or related field.
• Experience in a higher education or administrative setting, preferably with graduate admissions or academic support.
• Proficiency in office software (Microsoft Office Suite, Google Workspace) and student information systems (e.g., Banner, PeopleSoft).
• Experience in managing social media or coordinating marketing efforts.
• Familiarity with budgeting or financial recordkeeping.
• Bilingual in Spanish and English.
• Strong attention to detail, multitasking ability, and ability to work under tight deadlines.
• Collaborative mindset with experience working in diverse teams.
• Relevant certifications in administration or project management (e.g., Certified Administrative Professional).

Knowledge and Skills:

• Ability to organize, prioritize, and execute tasks independently with minimal supervision.
• Proficiency in administrative software, including word processing, spreadsheets, and databases.
• Strong interpersonal skills, including the ability to interact effectively with a diverse population of students, faculty, and staff.
• A high level of discretion and the ability to maintain confidentiality.
• Ability to navigate a complex academic environment and collaborate across multiple departments.

Physical Requirements/Working Conditions:

Working Conditions:

Occasional evening or weekend attendance at relevant campus events.
Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

Human Resources (redlands.edu)

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Salary : $18 - $21