Job Abstract

JOB DESCRIPTION
Snyder School of Cinema & Media Arts

TITLE OF POSITION
Executive Assistant (EA)

BASIC FUNCTION AND RESPONSIBILITY
The Executive Assistant to the Snyder School of Cinema & Media Arts (“CMA”) provides high-level administrative support and assistance to the dean and other assigned leadership staff. Noted as one of the top film schools in the world by multiple entertainment industry trade publications, this role engages in a wide variety of activities for the CMA school including but not limited to maintaining personnel and departmental calendars, scheduling meetings, event and communication management, travel arrangements, preparing correspondence and expense reports, office organization, telephone coverage, office supply management, preparing presentations, student support and engagement, and other various departmental tasks as assigned.
This role is a key point of contact into the Snyder School. It interacts with many other departments within the university as well as all levels of personnel both internally and externally, including but not limited to parents, current and prospective students, vendors, faculty, adjunct educators, industry guests, among others.

ALIGNMENT WITH THEOLOGICAL POSITIONS
The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its 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.

ESSENTIAL DUTIES
The ideal candidate is a self-motivated, proactive problem solver who is comfortable initiating solutions and improvements. Due to the significant interaction with others, from students to executives, the Executive Assistant must have exceptional written and oral communication skills with a meticulous attention to detail. With at least three years of prior clerical office experience requested, the EA exhibits a professional and positive attitude while performing duties, supporting staff, and in all interactions with others. Multi-tasking, flexibility and consistency is critical, as is maintaining the confidentiality of student information and school operations.
• Provide general office administrative support including but not limited to managing the dean’s and the overall department’s calendars, scheduling meetings, conference room appointments, filing, ordering office supplies, expense reports, travel logistics, and other related responsibilities.
• Provide phone coverage for the dean as well as the department overall.
• Represent the Snyder School to prospective undergraduate students and families through phone calls, email, social media and through visits. Arrange (and as needed, lead) prospective student tours in coordination with the Admissions Department.
• First point of contact into CMA for students, parents, guests, and co-workers. Serve as a resource for inquiries and information.
• Work alongside the deans, the Manager of Strategic Marketing and Events, and Enrollment Marketing to implement marketing strategies and event coordination including recruiting events, industry experiences, alumni mixers, career workshops, summer film camps, screenings, on-campus guests, seminars and more.
• Organize and prepare Snyder School communications and correspondence.
• Implement and maintain administrative systems for organizing and maintaining student, alumni and industry relations contacts and communication.
• Provide assistance with the management of the Snyder School budget, through expense reports, budget projections and planning, together with the deans and the Academic Office Manager.
• Manage the new student applications and enrollment process for the Snyder School.
• Manage, create and review graduation petitions and scholarship applications.
• Assist, as needed, with academic advising inquiries, information, and paperwork during pre-registration, registration and throughout the school year.

SUPERVISION RECEIVED
Dean, Snyder School of Cinema & Media Arts

QUALIFICATIONS
General:
• Demonstrated commitment to working within a team-orientated approach and maintaining the highest professional standards.
• Strong intra- and inter-departmental communication and collaboration, as this position requires extensive interaction with faculty, students, and other university staff of all levels.
• Proficiency with PC and/or Mac platforms, and standard computer applications including but not limited to MS Office, Google Workspace, Constant Contact and other tools.
• At least three prior years of successful administrative work experience preferred in an office setting. Prior experience in academia is not required.

Education:
• Bachelor's degree from an accredited college or university. Media degree in Film and/or Television is preferred but not required.

Skills:
• A strategic planner who is highly organized and able to prioritize responsibilities. Great attention to detail and accuracy. Takes initiative.
• Able to effectively multi-task and manage time/responsibilities efficiently.
• Excellent interpersonal, writing and verbal communications skills.
• Strong interpersonal, communication, and listening skills.
• The ability to work effectively with a wide range of constituencies in a diverse community.
• Strong relatability to students, co-workers and faculty.
• Self-motivated, resourceful, team player, customer service oriented, professional attitude.
• May require lifting, bending, and standing for potentially long periods of time.

ADDITIONAL INFORMATION
• Hours Per Week: 40. This is a full-time, salaried exempt position. While 40 hours per week are expected, due to the professional nature of the position, there will be times when additional work/hours will be required in the evenings and on weekends, both for on and off campus work and events.
• Months Per Year: 12