Administrative Assistant, Department of English

Position Description This position provides essential administrative support to ensure the smooth daily operations of the English Programs (English Department, Writing Program, and Rhetoric and Writing Center). The role helps maintain a professional, organized, and responsive work environment that supports students, staff, faculty, and departmental objectives, while maintaining a collegial environment. Alignment with Theological Positions Alignment with Theological Positions: The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and who is supportive of the positions taken by Biola as contained in its Statement of Biblical Principles and Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola. Department English Department Supervisor This position reports directly to the Department Administrator of Sociology and English Programs as well as the Department Chair Educational Requirements 2 years college or equivalent administrative experience. Work Requirements ● Non-exempt (02), part time– 25 hours/week, 10 months per year ● This position requires personal attendance at Biola’s campus in La Mirada, California, but will consider a limited hybrid/flexible work arrangement Essential Duties: ● General Office Support: Provide general administrative support, including maintaining a professional and welcoming office environment, answering phone calls, filing paperwork, and organizing emails. ● Scheduling Appointments and Meetings: Coordinate schedules, set up appointments, and manage calendars. ● Take Meeting Minutes: Attend meetings, record discussions, actions and prepare detailed notes, when necessary. ● Order Office Supplies: Maintain inventory and ensure necessary supplies are available. ● Maintain Filing Systems: Organize and manage paperwork for easy retrieval by appropriate personnel. ● Prepare Reports: Generate and format reports as needed. ● First-Year Writing Placement Logistics: Coordinate the logistics for the first-year writing placement process, ensuring a smooth and efficient experience for our incoming undergraduate students. ● Book Desk Copy Order Management: Handle book orders and desk copy requests efficiently, liaising with publishing companies and English faculty members. ● ADA Compliance Coordination: Ensure all English course syllabi meet ADA standards, promoting an inclusive academic environment for all students. ● Assessment Portfolio Preparation: Anonymize and organize student portfolios for annual department assessment. ● Event Logistics Support: schedule location and order catering, provide logistical support for department events through set-up and tear-down as needed. ● Creative Projects: Collaborate with student workers and Recruitment and Marketing Coordinator in creative projects to enhance departmental initiatives, including, but not limited to, handouts, flyers, app and social media posts and phone calls to prospective students. ● Assist with prospective student events as needed. Objective Goals to be Attained ● Foster an environment of professionalism, collaboration, hospitality, and academic excellence ● Strengthen departmental systems to enhance effectiveness, student success, and institutional growth Required Skills/Qualifications ● Administrative experience. ● Google Workspace Proficiency: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet. Hard Skills: 1. Data Entry: Microsoft Word and Excel. Accurate and efficient input of data in database. 2. Document Management: Organizing, filing, and managing paperwork (both physical and electronic). 3. Calendar Management: Scheduling and handling appointments, meetings, and events. 4. Google Workspace Proficiency: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet. 5. Supply Management: Monitoring and maintaining office supplies. 6. Office Administration Procedures: Knowledge of office protocols and processes. 7. Typing: Proficiency in keyboarding 50 words per minute 8. Must be able to occasionally lift or move files or equipment weighing 10-15 pounds with or without reasonable accommodations. Soft Skill: 1. Communication: ● Welcoming, enthusiastic, excellent written and verbal communication skills for interacting with diverse clients and team members. ● Active listening to understand others’ needs and respond effectively. 2. Problem-Solving: ● Identifying issues and coming up with practical solutions. ● Resourceful and adaptable when faced with challenges. 3. Time Management: ● Self-directed, prioritizing tasks and managing time effectively to meet deadlines. ● Juggling multiple responsibilities without compromising quality. 4. Organization: ● Keeping track of details, schedules, and documents. ● Maintaining an orderly workspace and digital files. 5. Adaptability: ● Being flexible in a dynamic work environment. ● Embracing changes and constant interruptions, adjusting priorities smoothly. 6. Confidentiality: ● Handling sensitive information with discretion. ● Respecting privacy and maintaining trust.