Administrative Assistant

Administrative Assistant California Health Sciences University (CHSU) - 3.0 Clovis, CA Job Details Full-time $19 - $24 an hour 2 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Tuition reimbursement Paid time off Employee assistance program Career development plan Vision insurance 401(k) matching Professional development assistance Life insurance Retirement plan Qualifications Microsoft Excel Microsoft Outlook Scanning Attention to detail Microsoft Teams Stakeholder relationship building File organization University experience

Full Job Description Summary:

The Department Administrative Assistant provides comprehensive administrative support to the Accounting and Financial Aid departments within the University. This position serves as a key point of contact for students, faculty, staff, vendors, and external partners, ensuring efficient office operations, accurate record management, and exceptional customer service. The ideal candidate is highly organized, detail-oriented, self-motivated, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Essential Duties:

Administrative Support

• Provide administrative support to Accounting and Financial Aid leadership and staff.
• Manage department correspondence, phone calls, emails, and general inquiries.
• Schedule meetings, appointments, and departmental events as needed.
• Prepare, proofread, and distribute reports, letters, forms, and other departmental documents.
• Assist with special projects and departmental initiatives. Records Management & Document Processing
• Scan, upload, file, and organize physical and electronic records in accordance with university policies.
• Maintain accurate and confidential student, financial, and departmental records.
• Ensure documents are properly filed, archived, and readily accessible.
• Monitor record retention requirements and assist with audits and compliance reviews.
• Verify the accuracy and completeness of documents before processing. Communication & Customer Service
• Serve as a professional and courteous point of contact for students, faculty, staff, vendors, and external agencies.
• Respond to inquiries in person, by phone, and through email in a timely and professional manner.
• Provide information regarding departmental processes, procedures, and deadlines.
• Escalate complex issues to appropriate personnel when necessary.
• Maintain positive working relationships with internal and external stakeholders. Accounting Support
• Assist with invoice processing, vendor communications, and purchasing documentation.
• Review invoices and
• Coordinate with vendors regarding payments, account information, and required documentation.
• Assist with maintaining accurate accounting files and reports. Financial Aid Support
• Assist with processing and tracking student financial aid documentation.
• Monitor student files for completeness and communicate missing requirements.
• Maintain confidentiality of sensitive student financial information.
• Support Financial Aid staff during peak processing periods and student outreach efforts.
• Assist with document collection, verification, and workflow tracking.
• Assist with Default Management and Prevention Activities Office Operations
• Ensure office equipment and systems are functioning properly and report issues as needed.
• Support departmental workflow improvements and process efficiencies.

Perform other administrative duties as assigned

Qualifications/Education:

Education:

• Associate degree or equivalent combination of education and experience

Skills & Experience:

Required:

• Minimum of 3 years of progressively responsible administrative support experience.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience managing confidential records and sensitive information.
• Strong organizational, filing, and document management skills. Preferred
• Experience working in higher education.
• Experience supporting accounting, finance, student services, or financial aid operations.
• Familiarity with student information systems, document imaging systems, and enterprise software platforms. Knowledge, Skills, and Abilities
• Exceptional attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work independently with minimal supervision.
• Ability to prioritize tasks and manage multiple deadlines simultaneously.
• Strong problem-solving and critical-thinking abilities.
• Demonstrated discretion when handling confidential information.
• Ability to collaborate effectively with diverse groups of students, faculty, staff, and vendors.
• Strong data entry and recordkeeping skills.
• Ability to adapt to changing priorities and departmental needs.

Commitment to professionalism, integrity, and service excellence

Pay:

$19.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person