Administrative Assistant, Department of English

Position Description

This position provides essential administrative support to ensure the smooth daily

operations of the English Programs (English Department, Writing Program, and Rhetoric

and Writing Center). The role helps maintain a professional, organized, and responsive

work environment that supports students, staff, faculty, and departmental objectives,

while maintaining a collegial environment.

Alignment with Theological Positions

Alignment with Theological Positions: The person who fills this position must be

someone who personally agrees with Biola's Articles of Faith and who is supportive of

the positions taken by Biola as contained in its Statement of Biblical Principles and

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.

Department

English Department

Supervisor

This position reports directly to the Department Administrator of Sociology and English

Programs as well as the Department Chair

Educational Requirements

2 years college or equivalent administrative experience.

Work Requirements

Non-exempt (02), part time- 25 hours/week, 10 months per year

This position requires personal attendance at Biola's campus in La Mirada,

California, but will consider a limited hybrid/flexible work arrangement

Essential Duties:

General Office Support: Provide general administrative support, including

maintaining a professional and welcoming office environment, answering phone

calls, filing paperwork, and organizing emails.

Scheduling Appointments and Meetings: Coordinate schedules, set up

appointments, and manage calendars.

Take Meeting Minutes: Attend meetings, record discussions, actions and prepare

detailed notes, when necessary.

Order Office Supplies: Maintain inventory and ensure necessary supplies are

available.

Maintain Filing Systems: Organize and manage paperwork for easy retrieval by

appropriate personnel.

Prepare Reports: Generate and format reports as needed.

First-Year Writing Placement Logistics: Coordinate the logistics for the first-year

writing placement process, ensuring a smooth and efficient experience for our

incoming undergraduate students.

Book & Desk Copy Order Management: Handle book orders and desk copy

requests efficiently, liaising with publishing companies and English faculty

members.

ADA Compliance Coordination: Ensure all English course syllabi meet ADA

standards, promoting an inclusive academic environment for all students.

Assessment Portfolio Preparation: Anonymize and organize student portfolios for

annual department assessment.

Event Logistics Support: schedule location and order catering, provide logistical

support for department events through set-up and tear-down as needed.

Creative Projects: Collaborate with student workers and Recruitment and

Marketing Coordinator in creative projects to enhance departmental initiatives,

including, but not limited to, handouts, flyers, app and social media posts and

phone calls to prospective students.

Assist with prospective student events as needed.

Objective Goals to be Attained

Foster an environment of professionalism, collaboration, hospitality, and

academic excellence

Strengthen departmental systems to enhance effectiveness, student success,

and institutional growth

Required Skills/Qualifications

Administrative experience.

Google Workspace Proficiency: Familiarity with Google products including Gmail,

Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet.

Hard Skills:

1. Data Entry:

Microsoft Word and Excel. Accurate and efficient input of data in database.

2. Document Management:

Organizing, filing, and managing paperwork (both physical and electronic).

3. Calendar Management:

Scheduling and handling appointments, meetings, and events.

4. Google Workspace Proficiency:

Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets

and Slides, Google Drive and Google Meet.

5. Supply Management:

Monitoring and maintaining office supplies.

6. Office Administration Procedures:

Knowledge of office protocols and processes.

7. Typing: Proficiency in keyboarding 50 words per minute

8. Must be able to occasionally lift or move files or equipment weighing 10-15

pounds with or without reasonable accommodations.

Soft Skill:

1. Communication:

Welcoming, enthusiastic, excellent written and verbal communication skills

for interacting with diverse clients and team members.

Active listening to understand others' needs and respond effectively.

2. Problem-Solving:

Identifying issues and coming up with practical solutions.

Resourceful and adaptable when faced with challenges.

3. Time Management:

Self-directed, prioritizing tasks and managing time effectively to meet

deadlines.

Juggling multiple responsibilities without compromising quality.

4. Organization:

Keeping track of details, schedules, and documents.

Maintaining an orderly workspace and digital files.

5. Adaptability:

Being flexible in a dynamic work environment.

Embracing changes and constant interruptions, adjusting priorities

smoothly.

6. Confidentiality:

Handling sensitive information with discretion.

Respecting privacy and maintaining trust.