Job Abstract

The Academics Administrative Assistant is an exceptionally driven and resourceful professional, demonstrating a strong sense of ownership and an ability to make independent decisions through meticulous analysis, job knowledge, prioritization, and sound judgment. This individual supports the Provost and Chief Academic Officer directly and also supports the needs of the Corporate Academics Department.

• Calendar and Contact Management for Chief Academic Officer: Take charge in strategically determining the priority of meetings for the Provost, exercising independent decision-making authority. Utilize analytical skills, knowledge, and independent judgment to align meetings with organizational objectives. Prioritize engagements to optimize the Provost's time and ensure meaningful interactions that positively impact the organization.
• Exceptional communications, diplomacy, conflict management and de-escalation skills with diverse levels of management, students, faculty, board of directors, regulatory agencies, and the public.
• Independently plan and execute travel arrangements: Prioritize and coordinate travel plans with meticulous attention to detail, preparing comprehensive itineraries that enhance the Chief Academic Officer's productivity and reflect positively on the organization. Exercise judgment to ensure that travel plans align with organizational priorities and the Provost's schedule.
• Take on the responsibility of approving travel arrangements per corporate policy and budget, acting as the designated authority on behalf of the Provost.
• Exhibit polish and professionalism of written communication tasks, including editing and proofreading. Apply analytical skills to ensure accuracy, clarity, and professionalism in all written correspondence, recognizing the potential impact on the organization's image and relationships.
• Active Meeting Participation with Detailed Meeting Minutes: Take ownership of meeting processes by actively participating and preparing detailed meeting minutes.
• Demonstrate independent judgment in capturing critical information, priorities, and action items, acknowledging the impact on organizational decision-making and follow-through. 
• Comprehensive Expense Report Preparation, Credit Card Reconciliation and Analytical Review: Assume responsibility for the preparation of expense reports and corporate credit card reconciliation, reviewing and processing all financial documentation for compliance and accountability with organizational policies.
• Independently manage incoming phone calls and emails, demonstrating ownership in promptly addressing inquiries and facilitating effective communication on behalf of the Provost/Chief Academic Officer. Prioritize and categorize messages with discernment, recognizing the importance of timely and efficient information flow.
• Take ownership of event planning and coordination, both on and off-site. Prioritize tasks to ensure seamless execution, recognizing the impact of well-coordinated events on the organization's professional image and stakeholder relationships.
• Assume a leadership role in assisting with academic projects, and responsible for managing project documentation. Prioritize tasks and following up with the project teams to ensure project milestones are met, recognizing the impact of academic initiatives on the organization's reputation and success.
• Maintain project library and files.
• Take ownership of researching issues and topics, conducting both quantitative and qualitative analysis. Demonstrate analytical depth and independence in providing insights
• Coordinate Academic Department requests with Nursing, Marketing, Accounting, Legal, HR, and Compliance Departments. Prioritize effective collaboration, recognizing the interconnectedness of departments and the impact on organizational synergy.
• Report Generation; prepare and submit a variety of weekly, monthly, quarterly and annual reports.
• Discretion and Professionalism in Confidential Matters: Exercise ownership in maintaining discretion and professionalism when dealing with highly sensitive confidential matters. Prioritize confidentiality with utmost integrity, recognizing the potential organizational impact of handling confidential information with care. Maintain professionalism when dealing with highly sensitive confidential matters.
• Demonstrate ownership by being flexible and responsive to various office assistance requirements. Prioritize tasks to contribute to overall office efficiency, recognizing the dynamic nature of administrative responsibilities.
• Other duties as assigned.

Hourly Range is $26-28/hr
Temporary position from Mid June through December
Position Hybrid in Newport Beach, CA