Administrative Assistant I

Description:
Assignment Information
Campus Department/Business Unit:  Gould School of Law, Academic Services
Address where the work is being performed 699 Exposition Blvd, Los Angeles, CA 90089
Will this position be virtual/remote, onsite, hybrid Onsite
If remote will  be providing equipment No
Job Title: Administrative Assistant
Number of needs: 1
Is this candidate working with minors No
If working with minors is a Livescan required No
Does this position require driving on the job No
Target start date: ASAP
Duration of Assignment: up to 6 months depending on the recruiting timeline for our coordinator role
Work hours: M-F 8:30 am 5 pm (37.5 hours per week), during the exam period, 7:30 am -5:00 pm (Possible Overtime).
Dress code: Business Casual
Parking/Cost: Self-paid parking parking structure

Job Description:
Position Summary
The Academic Services Administrative Assistant supports student success initiatives through academic advising support, records management, and exam administration assistance. This position serves as a central resource for students navigating degree requirements, course selection, and institutional policies. The role requires strong organizational capacity, regulatory awareness (including FERPA compliance), and a student-centered service orientation.
Essential Duties
Support exam administration, commencement, student orientations, academic workshops, and other academic services programming.
Provide guidance regarding registration processes, academic standing, and graduation requirements.
Refer students to counseling, tutoring, and other campus support services as appropriate.
Maintain accurate and confidential student records.
Ensure compliance with FERPA and institutional regulations governing student records.
Support course scheduling and assist with academic program administration.
Provide accurate, timely information regarding institutional policies and procedures.
Maintain professionalism and discretion when handling sensitive information.
Respond to faculty, staff, and student communications in a timely manner.
Provide support for the Academic Services reception area.

Qualifications Education
Bachelors degree required, preferably in education, counseling, higher education administration, or a related field.

Experience
Minimum of 13 years of experience in academic advising, student services, or administrative support within a higher education setting.

Skills & Competencies
Demonstrated knowledge of student information systems (SIS).
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong written and verbal communication skills.
High level of accuracy and attention to detail.
Ability to manage multiple priorities in a deadline-driven academic environment.
Understanding of FERPA and student privacy regulations.
Commitment to student equity, access, and retention.
Regarding the onboarding process, for Campus Non-Clinical Onboarding, it can commence pending a criminal check if the role does not involve driving or handling cash. Here are the required steps:

CORE
Background Check
Social Security Trace
7 years of work and residence history found by SSN
County Criminal Check (7 years)
Federal Criminal Check (7 years)
Widescreen Plus National Criminal Search
National Sex Offender Registry
Application
Temporary Work Agreement
Harassment & Discrimination Pamphlet

Please note that strongly recommends that all contingent workers become fully vaccinated against COVID-19 and receive booster doses when recommended. Additionally, the campus is urging and strongly recommending the flu vaccination for all employees.