Administrative Assistant - Scheduler

Overview

The Office of Instruction at Stanbridge University fosters an inclusive and innovative academic environment dedicated to providing excellent educational experiences and promoting student achievement. The university is seeking a highly organized and proactive Administrative Assistant - Scheduler to support the Office of Instruction. Reporting to the Vice President of Instruction, this role ensures smooth academic operations by managing administrative duties and scheduling across various departments.

Key Responsibilities

• Manage and coordinate academic program schedules accurately and efficiently.
• Provide comprehensive administrative assistance to multiple departments within the Office of Instruction.
• Support instructional resources for university academic programs.
• Compile and analyze data to prepare reports using Microsoft Excel and other Office tools.
• Maintain precise instructional records, schedules, and related documentation.
• Identify and resolve scheduling conflicts promptly and professionally.
• Communicate effectively with faculty, staff, students, and leadership regarding scheduling and departmental needs.
• Handle multiple assignments, meet deadlines, and adapt to shifting priorities.
• Deliver exceptional customer service while maintaining professionalism in a dynamic environment.
• Collaborate with teams and support departmental initiatives to ensure operational excellence.
• Propose improvements to scheduling processes and administrative workflows to enhance efficiency and effectiveness.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• At least two years of experience in administrative support roles.
• Proven ability to manage schedules, calendars, or complex administrative setups.
• Advanced skills in Microsoft Excel with strong data organization, analysis, and validation capabilities.
• Advanced proficiency in Microsoft Outlook, particularly calendar management and communication.
• Proficient in Microsoft Word and PowerPoint.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and problem-solving skills.
• Ability to work independently, multitask, and maintain meticulous attention to detail.

Preferred Attributes

• Experience managing intricate schedules in fast-paced administrative, healthcare, or higher education settings.
• Exceptional attention to detail with superior organizational and time management skills.
• Proactive mindset to support team members and fulfill departmental requirements.
• Critical thinking and problem-solving skills to navigate complex scheduling scenarios.
• Ability to remain calm and professional under pressure with changing demands and deadlines.
• Strong customer-service orientation and excellent communication skills.
• Experience identifying opportunities for process improvements and workflow streamlining.
• Ability to forge positive working relationships and collaborate effectively across faculty, staff, and leadership.

Compensation and Conditions

The hourly wage ranges from $21 to $24, dependent on education, experience, and qualifications.

• A job-related assessment, including Microsoft Excel proficiency, may be required during the interview process.
• Employment verification will be conducted as per accreditation standards.
• Employment is contingent upon successful background check completion.
• This position demands regular presence at the Irvine campus with a standard Monday to Friday schedule, 9:00 a.m. to 5:30 p.m.
• Reasonable accommodations for individuals with disabilities will be provided to fulfill essential functions.

Work Environment and Physical Requirements

• Typical office environment servicing academic operations.
• Frequent interaction with faculty, staff, students, and university leadership.
• Fast-paced setting with continuous interruptions and shifting priorities.
• Requires adaptability, flexibility, and collaboration across multiple departments.
• Extended periods of sitting and working at a computer workstation.
• Regular use of computers, telephones, and office equipment.
• Effective communication in person, by phone, and electronically.
• Ability to read detailed reports and work extensively with electronic data.
• Occasional lifting or moving of items up to 25 pounds.

Employee Benefits

• Medical, dental, and vision health care plans.
• 401(k) retirement plan.
• Paid time off including vacation, sick leave, and public holidays.
• Basic, voluntary, and accidental death & dismemberment life insurance.
• Family leave for maternity and paternity.
• University-organized events and activities.
• Work-life balance and wellness initiatives including seasonal challenges and on-site wellness programs.
• Access to staff chiropractor services.

Institutional Values

• Diversity and Inclusion: The university is committed to embracing diverse backgrounds and maintaining equitable, inclusive practices.
• Innovation and Technology: Utilizes advanced technology like simulation labs and virtual reality to elevate student learning.
• Community Engagement: Encourages service to local and global communities through programs fostering compassion and civic responsibility.

Equal Opportunity Employment

Stanbridge University is dedicated to equal employment opportunities without discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other protected characteristic as defined by law. All qualified candidates are welcome to apply.