Location: La Mirada,CA, USA
Administrative Assistant- Division of Communication
School of Fine Arts and Communication
Position Description
Serves as an initial point of contact for faculty, prospective and current students in the Division of Communication. Assists and reports directly to the Associate Dean of the Division.
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
Division of Communication
Supervisor
This position reports to the Associate Dean of the Division of Communication.
Educational Requirements
Completion of a 4-year college degree preferred.
Work Requirements
Non-exempt (02), full-time - 40 hours/week, 11 months per year.
Essential Duties
? Front desk and phone reception.
? Monitor and manage departmental email and route to appropriate individuals
? Assist with class supplies, obtain lists from faculty
? Coordinate Professor Office Hours and calendar
? Send out monthly department newsletter
? Coordinate and plan Divisional events including commencement celebrations, and other Divisional gatherings
? Assist with management of student workers including student ambassadors
? Compile and send weekly student emails containing updates and important information
? Work in collaboration with Academic Coordinator for the Division of Communication
? Attend weekly department meetings with faculty
? Attend weekly administrative meetings with admin colleagues, EA to the Dean, and Associate Dean
? Willingness to perform other general administrative/office tasks as assigned.
? Plans and manages prospective student outreach campaigns and onboarding programs for the Division/Departments with the intention to: (a) fill the top of the funnel - inquiries, prospects, application started; (b) move prospective students through the middle and bottom of the funnel- application submitted, application complete, admit, confirmed; (c) reduce melt rates. Provides regular updates and accepts feedback and oversight by the Associate Deans for the Divisions.
? Plans and implements, for the Divisions/Departments in SoFAC Connect Events - including virtual events such as faculty connect opportunities for prospective students, on campus engagement events related to recruitment, and retention-related events that originate in the Dean's Office.
? Represents the Division/Department to prospective students. Provides students with information about all aspects of the related Division/Department programs. Attends admissions or recruitment events as necessary. Leads admissions tours as needed.
? Develops content for @biolasofac social media account as requested by the Manager of Strategic Initiatives or by the Office of University Communications. Regularly submits content ideas to University Communications and keeps them informed of events and other activities that should be posted about on the School's social media accounts.
? Regularly collects b-roll footage, photos, etc. related to the activities in the Division for use in promotional materials and on social media. Collects b-roll footage, photos, etc. of school events or in the Division of Communication as requested by the Director of the Office of Strategic Initiatives and Recruitment.
? All other duties as assigned that the supervisor determines are appropriate.
Objective Goals to be Attained
? Increase the number of followers on the Division of Communication Instagram account (@biolacomm) by at least 10% every school year.
? Continually strive for higher reach on the Division of Communication Instagram account (@biolacomm) through new, trendy reels. (Currently at 1.3K accounts reached in August 2024)
? Work on efforts (e.g. texting campaign, Division of Communication tours, social media, etc.) to get Division of Communication enrollment up by at least five additional students each year. (For example if we had 20 incoming students in 2024, then increase to 25 incoming students in 2025.)
? Grow in expertise in enrollment. Study upcoming trends, engage with prospective students/families, collaborate with other departments (Admissions, EMC, etc) to gain a better understanding of what prospective students and their families are looking for in Universities and specifically in our Division. Adapt tactics to fulfill the needs.
? Maintain consistency in student attendance to Division of Communication events. Ensure attendance by sending out emails, posting on social media, including communications in newsletters, creating flyers, having faculty make announcements in classes.
? Continually improve in role, gain new skills/knowledge of applications, and anything else that will help with advancing in Higher Education.
Required Skills/Qualifications
? Strong interpersonal and collaborative skills.
? Ability to multi-task in a high-traffic desk area.
? Ability to communicate in a congenial and engaging manner.
? Proficiency with MS Excel and Word; Google Drive including Google Docs, Calendar, and Forms.
? The employee must maintain a lifestyle in consonance with sound Christian principles and those promulgated by the institution. He/she should participate in the spiritual growth, development, care, and support of other employees assigned near this position.
Hard Skills:
? Google Workspace Proficiency: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet.
? Cadence and Recruit Proficiency: Ability to navigate both applications to track funnel stages of enrollment and communicate with prospective students.
? 25 Live and Bon Apptit Proficiency: Understands how to reserve rooms/spaces for Divisional events and ordering food to supplement the events.
? MailChimp Proficiency: Ability to design and distribute monthly Divisional newsletters through MailChimp application.
? Calendar Management: Scheduling and handling appointments, meetings, and events.
? Document Management: Organizing, filing, and managing paperwork (both physical and electronic).
? Supply Management: Monitoring and maintaining office supplies.
Soft Skills:
Communication:
? Should be welcoming and enthusiastic as the position manages the front desk and first person to be seen in the office.
? Excellent written and verbal communication skills for interacting with staff, faculty, undergraduate students, graduate students and prospective students.
? Active listening to understand others' needs and respond effectively and to be able to take diligent notes during meetings.
Problem-Solving:
? Identifying issues revolving around students and faculty and coming up with practical solutions.
? Being resourceful and adaptable when faced with challenges.
Time Management:
? Prioritizing tasks and managing time effectively to meet deadlines.
? Juggling multiple responsibilities (Administrative, recruiting, social media, etc) without compromising quality.
Organization:
? Keeping track of details, schedules, and documents.
? Maintaining an orderly workspace and digital files.
Adaptability:
? Being flexible in a dynamic work environment.
? Embracing changes and adjusting priorities smoothly.
Confidentiality:
? Handling sensitive information with discretion.
? Respecting privacy and maintaining trust.
Non-Essential Duties/Skills:
? Compliance and Renewals of Licenses: Ensuring that necessary licenses, postings and certifications are up-to-date.
? General Filing: Organizing and maintaining files beyond essential records.
? Strategic Planning: Thinking ahead and anticipating needs or potential challenges of supervisor or department.
? Keeping the coffee station in the office clean, organized and stocked.