Administrative Coordinator, Talbot Dean’s Office

BIOLA UNIVERSITY - LA MIRADA, CALIFORNIA

Address of Job Location: 13800 Biola Ave, La Mirada, CA 90639

Website page of the Job Posting.

Job Summary: Position Description
The Administrative Coordinator is responsible to manage and coordinate the administrative and academic needs of the Talbot Dean’s Office and provides support to the Director of Operations/Executive Assistant and to the Dean of Talbot.

Department
Talbot

Supervisors
Director of Operations/Executive Assistant to the Dean

Hiring Range: $23.61 - 26.74 per hour

Job Responsibilities:
Dean’s Speaking and Recruiting Engagements
Manage and coordinate the Dean’s external speaking requests, including all correspondence, scheduling, press kits, travel, and event details.
Manage and coordinate all travel planning for the Dean, including flights, hotels, and ground transportation.
Manage and reconcile expenses from the Dean’s travel and speaking engagements.
Manage and coordinate the Dean’s and Talbot’s social media outlets, including scheduling social media posts, managing comments, and editing content.
Coordinate recruiting opportunities with Graduate Admissions and the Dean’s speaking engagements.

Current Students
Plan, coordinate, and manage the Talbot Baccalaureate Ceremony.
Manage commencement details with various departments on campus on behalf of Talbot.
Administer and coordinate the ATS reports, including ESQ, GSQ and AQ.
Provide administrative support for Talbot Associated Students and Talbot Wives Fellowship, including processing reimbursements, room reservations, and on campus orders.

Faculty Support
Manage general oversight of Talbot’s adjuncts including processing all hiring paperwork, conducting orientation, maintaining database to track hours to ensure that adjunct faculty are staying within budget allocations, reviewing timecards, and serving as liaison between Talbot faculty and Human Resources.
Create reports and manage reports for the Dean’s Office, including FTE loads, faculty commitments, low enrollments, and credit hours.
Manage the collection of IDEA evaluations, PDP reports, and course outlines and repositories.
Track and compile components of faculty candidate application packets.

Administrative Support
Serve as front desk receptionist for the Dean’s Office, answering telephones, opening and distributing mail, greeting and assisting faculty, staff, students, and walk-in guests, and assisting people as needed.
Prepare and manage Concur expense reports and various accounting forms (e.g., check requests, purchase orders, expense reports, journal entries/receipts) for the Dean’s Office.
Coordinate and track all library acquisition orders, including tracking funds and communicating account balances with department administrators.
Coordinate the maintenance of the Graduate Student Handbook.
Manage and maintain Talbot’s Dropbox files, rosters, and Master Calendar.
Maintain donation records, including foundation and grant tracking, and help coordinate fundraising efforts for Talbot projects.
Draft and prepare original correspondence to donors, faculty, staff, students, Biola/Talbot alumni, organizations and individuals.
Provide administrative assistance for projects as assigned by the Office Manager, such as typing correspondence and documents, record keeping, copying and filing.
Serve as interdepartmental courier for campus deliveries. Provide distribution for various publications and communications generated by the Office of the Dean.
Learn the position duties of the Talbot receptionist, administrative coordinators and administrative assistants in order to provide temporary clerical support for Talbot departments when positions and/or departments are left unsupported due to unexpected circumstances.
Perform other duties as assigned by the Director of Operations.

Facilities Management
Manage and coordinate facilities maintenance and repairs, office equipment and furniture purchases, and key orders.
Create door lock/unlock schedules and access lists for Talbot buildings.
Manage facilities maintenance, office equipment and furniture purchases, and key orders.
Liaison with the University Key Administrator to track and maintain assigned keys for Talbot.
Liaison with IT, Facilities Services and Purchasing departments for classroom equipment, office furniture and equipment, surplus items, and work orders.
Track and report security issues.
Coordinate office placement assignments and scheduling for full-time and adjunct faculty.
Manage furniture and facilities purchases, repairs, and maintenance requests.
Maintain and order office supplies for Dean’s office and Myers Hall staff.
Maintain office shredder—emptying paper bin, adding to oil shredder as needed, and ordering supplies.
Organize and maintain Talbot storage closets and archives.
Manage room reservation requests for the Myers Hall Lounge and the Talbot East Lounges.
Conduct informal walk-throughs of various areas in Talbot buildings to check for building maintenance needs or issues.

Job Requirements:
Understanding of and commitment to the mission of Talbot School of Theology.
2-4 years of administrative office experience.
Some experience working in an academic environment is preferred.
Self-initiating person who is organized and able to work independently with minimal supervision.
Excellent written and verbal communication, grammar and spelling skills, and telephone manners.
Ability to formulate and articulate sound policies.
Demonstrate capacity to identify, resolve, and consult on a wide range of administrative and personnel issues.
High level of computer skills with working knowledge of Mac and PC computers, Microsoft Office, Google Applications, and Adobe Acrobat.
Type a minimum of 50-65 words per minute with accuracy.
Demonstrated experience in successful completion of multiple significant projects, events and responsibilities.
Warm, interpersonal skills, personable, cordial, professional demeanor, and works well with a team.
Ability to work with many different people and handle a variety of tasks, all with a good sense of humor.
Dependability, integrity and ability to receive and implement suggestions from supervisors.
Willing to be flexible and sustain a learning posture.
Open to supervision with a teachable spirit.
Ethical competence.
Ability to work with a diverse constituency and promote an effective work environment.
Strong, stable and mature Christian faith.
Maintain a lifestyle consistent with sound Christian principles and the standards of conduct of Biola University.
Willing to work at occasional evening or weekend events.
Willing and able to walk substantial distances and climb stairs on campus without accommodation.
Willing and able to serve as interdepartmental courier, making frequent deliveries and pickups and performing other jobs that require substantial walking around the campus and climbing stairs. Able to lift heavy boxes and packages while sorting and delivering the mail.

Expiration Date of Job Posting: May 31, 2026