Administrative Assistant (TUC-Licensing)

About The University Corporation

The University Corporation is a non-profit auxiliary corporation providing commercial and administrative services to California State University, Northridge. Our mission is to provide services and solutions that address the needs of California State University, Northridge; to support the academic, research, and creative endeavors of its students, faculty, and staff; and to enhance the quality of campus life.

Overview: Under general supervision, the Administrative Assistant provides support to the Licensing Department. Assistance related to Licensing includes; providing administrative support to the Director and Licensing Manager. Monitors status of potential, current, open contracts and closing contracts; reconciles, prepares chargebacks, initiate deposit refunds and check requests; creates monthly and quarterly spreadsheets and reports, dept. fund transfers updates the Licensing Long Report and reconciling costs post-event. Position requires interfacing with campus partners and clients pertaining to facility reservations, for events, processing staff timesheets, client payments, chargebacks; researches questions and discrepancies, and follows-up with clients to resolve issues. Admin Asst serves as one point of contact for requests pertaining to parking rentals; as well as coordinating/scheduling access to campus cell site facilities for general maintenance.  From time to time Admin Asst will conduct film scouts and event walkthroughs of campus facilities for new or potential clients, and perform other duties as assigned.

Duties and Responsibilities (other duties as assigned):  

Generates Licensing agreements for both filming and rental clients; prepares invoice letter; ensures insurance requirements are adhered to.  Creates CSUN campus chargebacks for parking, police and physical plant services, processing event staff timesheets, client payments and post-event reconciliation of costs/expenses. Coordinates all required services from various campus departments to comply with contracts. Performs heavy phone, email contact with clients and campus departments. Supports the Licensing Manager on management of CSUN cell site contracts, including tracking rent and utilities payments, as well as coordinates and provides access to campus facilities for annual equipment upgrades. Prepares and maintains accounting spreadsheets, and adjustments for cell site rent and utilities, and submits final cost for invoicing.

Completes and maintains “pending” status reports, which monitors status of potential, current, open contracts, and closing contracts.  Reconciles, prepares chargeback forms, deposits, and check requests, as needed. Researches questions and/or discrepancies, follows up with internal and external individuals to resolve issues.  Resolves non-routine issues and/or contracts involving facility rentals. Prepares revenue transfers to campus departments and the Licensing Trust Account. Maintain physical and digital client files. Heavy printing and filing.

Assist in marketing programs, prepares flyers and mailers and assists with Licensing website. Assist as needed on collaborative opportunities for TUC with other campus partners. Participate and take meeting minutes for meetings with campus partners such as Event Coordinators Meeting, Intersect LA, and other meetings as assigned. Support Licensing Manager by updating calendar of events and agendas.

Qualifications:   

Equivalent to three years of full-time general office clerical and heavy administrative support experience that has provided the applicant with the knowledge and abilities listed.  Equivalent to full-time college or university education/vocational school training in business or job-related fields may be substituted for up to two years of the required experience on a year-for-year basis. Alpha/numeric data entry at 45 keystrokes per minute. 

Knowledge, Specialized Skills, and Abilities: 

Must have extensive proficiency in Microsoft Office Word, Excel, PowerPoint and Outlook. Thorough knowledge of correct English grammar, spelling, and punctuation; and office methods and basic filing systems procedures and practices. Ability and specialized skills to: organize, coordinate, and prioritize multiple tasks; learn, identify, and independently interpret and apply a variety of complex policies and procedures; investigate, analyze, and resolve routing clerical problems; work in a busy environment with frequent interruptions; communicate effectively both orally and in writing; prepare and draft memoranda and correspondence; keep moderately complex records and files; establish and maintain cooperative working relationships; operate standard office equipment; and software. Experience with marketing, licensing or web base skills desired.  Knowledge of Photoshop, film industry, creative design software and web content management preferred.

Pay, Benefits, & Work Schedule

This position is employed through The University Corporation (TUC).

The anticipated hiring range: $20.00 - $23.00 per hour

Time Base: Full-Time  

Benefits: Medical, Dental, Vision, 403 (b), Life, AD&D, Flex Spending

General Information

THE SELECTED CANDIDATE IS REQUIRED TO PASS A THOROUGH DEPARTMENT BACKGROUND INVESTIGATION AND LIVE SCAN. 

How to Apply

Please complete the online application/resume upload submission process to be considered for any open position within the university and its auxiliaries. The hiring department will contact the best-qualified candidates and invite them to participate in the interview process.

Application Screening begins June 9, 2026 and will continue until the position is filled.  

To be considered in the initial review, applications must be submitted before the date listed above.

Application submissions received after the application screening date will be reviewed at the discretion of the University.

For more detailed information on the application and hiring process, please view the link: http://www-admn.csun.edu/ohrs/employment/

Equal Employment Opportunity:

The University Corporation is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, ethnicity, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, and disability. Applicants who wish to request an accommodation for a disability may contact the Office of Equity and Diversity at (818) 677-2077.