Executive Assistant, Snyder School of Cinema & Media Arts

JOB DESCRIPTION Snyder School of Cinema Media Arts TITLE OF POSITION Executive Assistant BASIC FUNCTION AND RESPONSIBILITY The Executive Assistant (“EA”) to the Snyder School of Cinema Media Arts (“CMA”) provides high-level administrative support and assistance to the dean and other assigned leadership staff. Noted as one of the top film schools in the world by multiple entertainment industry trade publications, this role engages in a wide variety of activities for the Snyder School including but not limited to maintaining general office management, personnel and departmental calendars, scheduling meetings/spaces, departmental communication, travel arrangements, preparing correspondence and expense reports, department budget management, faculty/adjunct/consultant contracts, student worker supervision, and other various departmental tasks as assigned. This role is a key point of contact into the Snyder School. It interacts with many other departments within the university as well as all levels of personnel both internally and externally, including but not limited to university leadership, parents, current and prospective students, vendors, faculty, adjunct educators, industry guests, among others. ALIGNMENT WITH THEOLOGICAL POSITIONS The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola. ESSENTIAL DUTIES The ideal candidate is a self-motivated, proactive problem solver who is comfortable initiating solutions and improvements. Due to the significant interaction with others, from students to executives, the Executive Assistant must have exceptional written and oral communication skills with meticulous attention to detail. With at least three years of prior clerical office experience requested, the EA exhibits a professional and positive attitude while performing duties, supporting staff, and in all interactions with others. Multi-tasking, flexibility and consistency is critical, as is maintaining the confidentiality of student information and school operations. *Provide general office administrative support including but not limited to managing the dean’s and the overall Snyder School’s calendars, scheduling meetings, phone coverage, room scheduling, organization, office supplies, expense reports, travel logistics, and other related responsibilities. * Serve as a resource for inquiries and information for students, guests, parents, and co-workers. * Manage the workflow within CMA for the hiring of new faculty, adjuncts and consultants. Prepare and process hiring, contracts, payroll processes, and course development contracts. Responsible for onboarding them. * Issue annual faculty and adjunct contracts. * Together with the Academic Office Manager, manage the teaching units/assignments for faculty and adjuncts. * Facilitate the annual faculty promotion process including timely communication of annual deadlines, collection of promotion materials, and related. * Responsible for managing the CMA and Production Center budgets, working alongside the Dean, Assistant Dean, and Director of Studio Operations. Includes but not limited to department purchases, tracking, projections, strategic planning, fees, expense reimbursements, fund transfers, scholarships/grants, event expenses, and related. Ensure budgets are analyzed, designed, and implemented to meet departmental current and future needs. * Meet budget deadlines while seeking efficiencies. * Identify and reconcile variances between budgets and actuals at the end of each reporting period. * Process all invoices and reimbursements in a timely manner. * Partner with the Academic Office Manager in the selection, hiring, and management of CMA student workers, including interviewing, training, timecard processing, scheduling, work assignments and related. * Serve as a liaison with HR, in collaboration with CMA leadership, to create and/or update job descriptions, review applications, and the coordination of candidates from interview to hiring. * Participate as a representative of the Snyder School in university-wide EA meetings. * Work alongside the deans, the Manager of Strategic Marketing and Events, and Enrollment Marketing to assist the CMA team in the implementation of marketing strategies and events including recruiting events, industry experiences, alumni mixers, career workshops, summer film camps, screenings, on-campus guests, seminars and more. * Organize and prepare Snyder School communications and correspondence. * Implement and maintain administrative systems for organizing and maintaining student, alumni and industry relations contacts and communication. * Participate in the new student application and enrollment process for the Snyder School, including communication strategies for retention. * Assist, as needed, with academic advising inquiries, information, and paperwork during pre-registration, registration and throughout the school year. * Additional responsibilities as assigned. SUPERVISION RECEIVED Dean, Snyder School of Cinema Media Arts QUALIFICATIONS General: * Demonstrated commitment to working within a team-orientated approach and maintaining the highest professional standards. * Strong intra- and inter-departmental communication and collaboration, as this position requires extensive interaction with faculty, students, and other university staff of all levels. * Proficiency with PC and/or Mac platforms, and standard computer applications including but not limited to MS Office, Google Workspace, and other tools. * At least three prior years of successful administrative work experience preferred in an office setting. Prior experience in academia is not required. Education: Bachelor's degree from an accredited college or university. Media degree in Film and/or Television is preferred but not required. Skills: * A strategic planner who is highly organized and able to prioritize responsibilities. Great attention to detail and accuracy. Takes initiative. * Able to effectively multi-task and manage time/responsibilities efficiently. * Excellent interpersonal, writing and verbal communications skills. * Strong interpersonal, communication, and listening skills. * The ability to work effectively with a wide range of constituencies in a diverse community. * Strong relatability to students, co-workers and faculty. * Self-motivated, resourceful, team player, customer service oriented, professional attitude. ADDITIONAL INFORMATION * Hours Per Week: 40. This is a full-time, salaried exempt position. While 40 hours per week are expected, due to the professional nature of the position, there will be times when additional work/hours will be required in the evenings and on weekends, both for on and off campus work and events. * Months Per Year: 12