Job Description:

POSITION SUMMARY:

The Office Administrator for the Office of the President provides high-level administrative and operational support to ensure the efficient functioning of the President’s Office. This role serves as the primary point of contact for internal and external stakeholders, manages office operations, and upholds professionalism, confidentiality, and efficiency. Additionally, the Office Administrator supports the Chief of Staff in administrative and strategic initiatives, including supporting Board of Trustees activities, managing meeting logistics, and handling sensitive institutional matters. This position requires the exercise of independent judgment and decision-making on significant matters and includes discretion in policy implementation and operational efficiencies

SUPERVISION RECEIVED: The candidate normally receives little instruction on day-to-day work and receives general instructions on new assignments.

SUPERVISION EXERCISED: Minimal or no supervisory responsibilities.

ESSENTIAL FUNCTIONS:

Administrative Support & Office Management

Serve as the primary gatekeeper for the Office of the President, managing access, prioritizing inquiries, and maintaining a high level of discretion.

Manage calendars, coordinate meetings, and schedule appointments for the President and Chief of Staff.

Prepare and edit correspondence, reports, presentations, and other documents on behalf of the President.

Handle incoming calls, emails, and other communications, ensuring prompt and professional responses.

Maintain an organized filing system, both electronic and physical, for confidential and institutional documents.

Develop and implement administrative procedures that support operational efficiency and compliance.

Exercise discretion and independent judgment in handling confidential and strategic information.

Support for the Chief of Staff & Board of Trustees Coordination

Assist the Chief of Staff in executing administrative, logistical, and operational tasks to support institutional priorities.

Facilitate the planning and coordination of strategic projects and initiatives.

Support logistics for Board of Trustees meetings, including scheduling, preparing meeting materials, and recording minutes.

Assist in the distribution of Board communications, ensuring accuracy and timeliness.

Maintain records of Board activities, resolutions, and official documents.

Support event planning, including leadership retreats, campus-wide meetings, and community engagement events.

Oversee governance documentation and ensure compliance with board policies and institutional standards.

Financial & Operational Support

Process invoices, expense reports, and purchase orders related to the Office of the President.

Manage check deposits, budget tracking, and other administrative financial functions.

Liaise with Finance and other departments to ensure compliance with institutional policies and procedures.

Provide budgetary oversight and make financial recommendations to support operational efficiency.

Exercise discretion in financial decision-making related to the President’s Office budget. * does not make significant financial decisions, so can we remove this bullet? Awareness of budget is covered in other sections.

Special Projects & Institutional Engagement

Serve as a liaison between the President’s Office and key internal and external stakeholders.

Assist in the planning and execution of institutional events and special initiatives.

Provide support for crisis management and emergency response efforts as needed.

Lead or participate in high-level administrative projects that impact institutional strategy and operations.

Develop and oversee initiatives that enhance the effectiveness of executive operations.

Perform other duties as assigned.

Is regular attendance an essential function?  ☒ Yes          ☐ No

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:

KNOWLEDGE:

Financial & Budgetary Oversight

Knowledge of basic financial processes, including invoice processing, budget tracking, and making financial recommendations for operational efficiency.

Technology Proficiency

Knowledge of Microsoft Office Suite, Zoom, and other productivity tools used in executive office settings. Working knowledge of Constant Contact is preferred.

SKILLS:

Executive-Level Administrative Expertise: Skilled in managing complex executive calendars, coordinating high-level meetings, and preparing official correspondence with accuracy and professionalism.

Confidentiality & Discretion: Skill in handling sensitive information with discretion, ensuring compliance with institutional policies and ethical standards.

Project & Event Management: Skill in planning and executing institutional events, special projects, and leadership retreats.

Stakeholder & Board Relations: Skill in serving as a liaison between the President’s Office, internal departments, external partners, and the Board of Trustees, ensuring seamless communication and coordination

Communication Skills: Strong written and verbal communication skills, including the ability to draft and edit professional documents.

Technical Skills: Proficiency in Microsoft Office Suite, Zoom, and other administrative software. Experience using Constant Contact is preferred.

ABILITIES:

Decision-Making & Independent Judgment: Ability to exercise discretion in decision-making, problem-solving, and policy implementation.

Strategic & Operational Coordination: Ability to support executive leadership in executing strategic initiatives, managing board activities, and overseeing institutional events.

Organizational & Multitasking Abilities: Exceptional ability to prioritize tasks, manage competing deadlines, and maintain operational efficiency in a fast-paced environment.

Autonomy & Collaboration: Ability to work both independently and as part of a collaborative team in a dynamic environment.

POSITION QUALIFICATIONS:

Education: Bachelor’s degree in business administration, Organizational Management, or a related field or equivalent work experience.  

Experience: Minimum of 3 years in administrative support, executive assistance, or office management, preferably in higher education or nonprofit settings. Experience managing confidential and sensitive information with professionalism is required.

TYPICAL WORKING CONDITIONS (Describe environment including exposure to heat, cold, fumes, etc.)

Office environment; typically, 70 degrees

Noise level is usually quiet to moderately noisy while in the office

EQUIPMENT USED: (List all manual and automated equipment used in the course of performing essential functions.) [This section may be used to describe the tools and equipment which the employee will normally use to undertake the essential functions of the job. This is useful in the recruitment and selection process, and in considering reasonable accommodations]

which may need to be made for persons with disabilities.

Computer/Laptop

Calculator/10-key

Telephone / cellphone

Copier, scanner and fax machines

ESSENTIAL PHYSICAL & MENTAL TASKS:

Physical Demands:

☒ Standing  ☒ Driving        ☒ Walking                         

☒ Hearing          ☒ Speaking

☒ Reaching      ☒ Writing      ☒ Seeing                           

☒ Other: Typing

Physical Environment - Exposed to: 

☒ Noise                              ☒Other: Dust

Mental Demands: 

☒ Reading                          ☒ Frequent Interruptions           ☒ Periods of Concentrated Attention   

☒ Detailed Work             ☒ Frequent Contact with People

☒ Frequent Deadlines  ☒ Multiple Concurrent Tasks

TRAVEL: (% of total time): Up to 5% of total time

ENVIRONMENTAL CONDITIONS:

The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of the job: 

The noise level in the work environment is usually quite to moderately noisy while in the office.  The office temperature is about 70 degrees.

DECISION MAKING:

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES:

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees.  Recommends alternative approaches to solve problems and conflicts. 

FINANCIAL RESPONSIBILITY:

This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals.

Compensation & Benefits

This opportunity is budgeted at $72,000.00-79,200.00 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.pacificoaks.edu/about/careers-pacific-oaks/

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.
 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.