Administrative Support Specialist

About the Role The Administrative Support Specialist provides comprehensive administrative support to the Marketing and Communications Department at California Baptist University. The role ensures efficient day-to-day operations by coordinating departmental activities, managing correspondence, organizing meetings, and maintaining records. It contributes to staff success and department effectiveness by streamlining processes and presenting a professional image.

What You'll Do

• Serve as the primary receptionist, greeting visitors and providing information/materials professionally.
• Maintain a positive image of the University in all interactions.
• Provide backup support for meeting preparation (agendas, materials, minutes, action item follow-ups).
• Assist with or back up travel arrangements for Marketing and Communications staff.
• Create, update, and maintain databases and spreadsheets; organize filing systems (digital and physical).
• Act as liaison between the department and internal/external stakeholders, including vendors.
• Support leadership and staff by preparing reports, presentations, and other communication materials.
• Monitor office supply inventory and coordinate ordering as needed.
• Process requisitions, invoices, and support budget tracking and expense reporting.
• Answer incoming calls, provide information, direct inquiries, and take messages.
• Organize, maintain, and archive documents in accordance with departmental standards.
• Assist in coordinating departmental projects, initiatives, and special events.
• Present a professional image of the department and the University to visitors, callers, and stakeholders.
• Perform additional duties as needed to support departmental goals and operational efficiency.

What We're Looking For

• Demonstrated commitment to living out the University’s Christ-centered mission and values.
• Proficiency in the use of personal computers and standard office software applications.
• Strong working knowledge of business English, basic mathematics, and general office procedures.
• Ability to plan, prioritize, and coordinate multiple projects and deadlines effectively.
• Effective reading and writing skills appropriate to the responsibilities of the position.
• Strong interpersonal and communication skills, with the ability to interact effectively with a diverse faculty, staff, and student population.
• Excellent organizational skills with a high level of attention to detail.
• Demonstrated professionalism and strong telephone etiquette.
• Ability to create, compose, proofread, and edit a variety of written materials.
• Strong customer service skills, including the ability to address and resolve inquiries, concerns, and complaints.
• Ability to develop, maintain, and improve recordkeeping systems and procedures.
• Experience coordinating meetings, events, and departmental activities.
• Knowledge of basic budgeting, expense tracking, and expenditure control procedures.
• Ability to interpret, adapt, and apply policies, procedures, and guidelines.
• Sound judgment and decision-making skills in administrative and procedural matters.
• Ability to gather, analyze, and interpret information to develop appropriate conclusions and recommendations.

Nice to Have

• High school diploma or GED required; Associate degree (A.A.) or equivalent from a two-year college or technical school, with six months to one year of related experience and/or training, is preferred. A bachelor’s degree from a four-year college or university is ideal; however, candidates with two to three years of related experience may be considered.

Compensation & Benefits

• Salary: $25.00 - $26.00 per hour.
• In addition to competitive wages, California Baptist University provides a comprehensive and generous benefits package to eligible employees.