About Occidental College
Founded in 1887, Occidental is a nationally recognized, private
college of the liberal arts and sciences, dedicated to providing a
gifted and diverse group of students with a total educational
experience of the highest quality -- one that prepares them for
leadership in an increasingly complex, interdependent and
pluralistic world.
What makes Occidental special? An intellectually rigorous academic
environment. Small classroom settings where students collaborate
with professors and their peers while pursuing or discovering their
passion. A beautiful residential campus that offers students
hands-on engagement with the cultural and intellectual resources of
Los Angeles. A community open to stimulating conversation and
divergent points of view. Some 2,100 students from 46 states and 28
countries choose from 41 majors and minors and participate in one
the country’s top undergraduate research programs. Oxy students
routinely win top awards and fellowships; its first Rhodes Scholar
was named in 1907. Dedicated to excellence and equity, Occidental
also is one of the country’s most economically diverse campuses,
according to the New York Times. Some 71 percent of Oxy students
receive some form of financial aid; 20 percent are Pell Grant
recipients; and 19 percent are the first in their family to attend
college
Title: Faculty Services Assistant
Department: Social Sciences
Duration: Indefinite - 11 Months
Employment Status: Non-Exempt, Full-Time, 30 hours per
week
Job Summary
Reporting to the Senior Department Services Coordinator, the
Faculty Services Assistant provides a wide range of highly
organized, accurate, and effective administrative support to
faculty in assigned academic departments. The Faculty Services
Assistant supports the teaching, academic, and professional work of
department faculty and contributes to an effective learning
environment for students. The Faculty Services Assistant receives
directions from department chairs, faculty, and the Office of the
Dean of the College, particularly the Academic Support
Administrator. The Faculty Services Assistant assists with daily
office operations, events, and program management.
This position is represented for purposes of collective bargaining
by SEIU.
Job Duties
35% - Provide Administrative Support to Department Chairs and Faculty - Provide administrative support to department chairs, faculty, and the Senior Department Services Coordinator with routine departmental operations and academic activities. Prepare and organize course materials; maintain faculty and staff contact lists; and compile and post faculty teaching schedules and office hours. Support faculty with course-related logistics, including ordering desk copies of course books, printing and…
copying, reserving classrooms and meeting spaces, arranging audio-visual setup, and organizing class trips and academic events. Assist with logistics for program reviews, faculty searches, and the welcoming and orientation of new faculty and adjunct faculty. Support the Office of the Dean of the College and faculty with projects and initiatives, including grant-funded programs and symposia. Perform other duties and projects assigned by department chairs or the Office of the Dean, including temporary support for other departments or programs within Academic Affairs as needed. - (Essential)
20% - Support Departmental Events and Programs - Assist
with planning and publicizing departmental events, including guest
speakers, seminar series, discussion groups, panels, and social
events. Coordinate routine event logistics, including room
reservations, refreshments, registration, guest travel
arrangements, promotional materials, stipends, and reimbursement
paperwork. Provide temporary administrative and logistical support
to other Services Coordinators during peak operational periods or
special events, with approval from the Senior Department Services
Coordinator. Collect and compile basic attendance and feedback
information for departmental events. - (Essential)
20% - Provide Communication, Outreach, and Liaison
Support - Make basic information updates to departmental
websites using established templates and procedures. Draft and
distribute routine communications, including flyers, brochures,
newsletters, slide decks, presentations, and campus-wide event
announcements. Support community outreach and engagement activities
related to departmental events and programs. Serve as a welcoming
front-office and building presence by answering phones, greeting
visitors, handling mail and correspondence, and maintaining
bulletin boards. Respond to routine questions regarding office
hours and locations and route academic and curriculum inquiries to
the appropriate department chairs. Maintain organized departmental
files and records and support accurate documentation and
distribution of information. - (Essential)
10% - Support Building, Facilities, and Office
Operations - Assist with reporting routine facility and
maintenance needs, including submitting work orders and
communicating with Facilities Management or Campus Safety regarding
maintenance, repairs, and emergency situations. Assist with
preparing office spaces for new and existing faculty, including
distributing keys and requesting computer, telephone, and email
setups. Support routine office equipment needs and space-related
projects in coordination with the Senior Department Services
Coordinator. - (Essential)
10% - Provide Supplies and Budget Support - Assist with
basic data entry for departmental budget spreadsheets and tracking
routine expenditures. Gather receipts and organize financial
documentation to support routine reimbursement processes. Order
office supplies and assist with inventory and upkeep of office
equipment. - (Essential)
5% - Support Student Workers - Assist with student
hiring logistics, including posting positions and coordinating
interview schedules. Compile weekly schedules and send reminders
regarding timely timesheet submissions. Maintain basic task
checklists and guidelines for student workers and route policy or
performance-related questions to the Senior Department Services
Coordinator. - (Essential)
Minimum Qualifications
- High school diploma or equivalent combination of education and
experience.
- One year of experience as an administrative assistant, program
coordinator, or a related position.
- Proficiency in Microsoft Office applications, including Word,
Excel, and PowerPoint; Google Drive, Folders, and Forms; Adobe
Acrobat; email applications; and other productivity software
applicable to position responsibilities.
- Demonstrated knowledge of general office and administrative
practices and procedures.
- Demonstrated ability to coordinate multiple responsibilities,
maintain attention to detail, complete tasks accurately and within
deadlines, and adapt to changing priorities and fluctuating
workloads.
- Effective organizational, logistical, time management, and
planning skills, with the ability to prioritize and manage multiple
tasks and projects simultaneously.
- Demonstrated ability to communicate effectively,
professionally, and clearly, both verbally and in writing,
including drafting, editing, and reviewing routine business
correspondence and documents.
- Demonstrated ability to interact professionally and effectively
with students, faculty, staff, and other members of the campus
community and to work collaboratively with diverse groups.
- Demonstrated problem-solving skills and sound judgment in
accordance with College policies, procedures, and practices.
- Demonstrated ability to handle confidential information with
discretion.
- Demonstrated ability to learn and adapt to new software, campus
databases, systems, procedures, and requirements.
- Demonstrated ability to follow established policies,
procedures, and guidelines and to adapt effectively to changes in
organizational requirements.
- Ability to work independently and as part of a team while
maintaining a high level of accountability and quality in assigned
work.
- Demonstrated commitment to diversity, equity, and inclusion and
ability to contribute to an inclusive and equitable environment in
interactions with individuals from diverse backgrounds, cultures,
and perspectives.
- Commitment to the mission of Occidental College and its values
of excellence, equity, community, and service.
Preferred Qualifications
- Associate degree in business administration, office
administration, higher education, or a related field.
- Experience providing administrative support in a higher
education or academic environment
EXPECTED HIRING RANGE: $19.00/hr-$21.00/hr
If you are offered this position at Occidental College, your final
base salary compensation will be determined based on factors such
as skills, education, experience, and/or geographic location. In
addition to those factors, Occidental complies with applicable pay
equity laws and considers internal equity among current employees
when developing the final offer. Please keep in mind that the range
mentioned above is the base salary range for the role. Hiring at
the maximum of the range would not be typical in order to allow for
future and continued salary growth. We also offer a generous
compensation and benefits package.
