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Administrative Clerk in Irvine, CA at Nelson

Date Posted: 10/30/2018

Job Snapshot

Job Description

Job Number: 2126797

Administrative Clerk
Irvine, CA

Under general direction, provide a wide variety of administrative support to include: Take incoming calls, forward messages, and screen calls for advisors. Answer general information, track phone and email inquiries regarding programs offered. Assist walk in clientele with general information. Assist students with obtaining petitions, forms, etc. Assist with student registration. Distribute relevant email and mail to staff. Maintain phone message system. Arrange and schedule monthly incoming student orientations. Maintain and order all supplies for the campus; Purge outdated memos and update message/bulletin boards as needed; manage key log. All reception duties included in managing the front office.


  • Receive/screen incoming calls and forward messages; maintain phone message system
  • Assist call-in and walk-in clientele and answer general information inquiries regarding programs offered and payment/Financial Aid information
  • Assist students with obtaining petitions and forms, and deliver forms from students to appropriate staff/faculty
  • Schedule and maintain appointments with all campus advisors; copy schedule and pull files for all advisors; reschedule appointments when needed
  • Track and respond to all phone/email inquiries regarding programs offered
  • Assist with student registration, including distribution to all advisors and financial aid specialists
  • Oversee all aspects of incoming and outgoing mail to include Fed Ex and UPS
  • Oversee maintenance and supply of photocopiers
  • Maintain phone system, to include resetting message inbox, password changes, and name change display
  • Update, post, manage all changes pertaining to schedule and campus signs; maintain and reproduce all flyers/schedules/other information
  • Maintain, reproduce and update all forms for campus; order Brandman envelopes and business cards when needed
  • Post and receipt all payments and forward to appropriate department; reconcile all batches as required
  • Prepare and deposit bank slips
  • Prepare for faculty orientation, information sessions, NSO and other orientations
  • Prepare new student packets; reproduce appropriate information needed for packets
  • Manage and update the faculty address/information list
  • Oversee all aspects of cancelled classes and student notification in conjunction with the faculty support person post notices and/or call students
  • Purge outdated memos and update message/bulletin board as needed
  • Prepare agenda and minutes for all meetings; email minutes to staff and faculty
  • Coordinate information session RSVP list with Inside Track; check if students have ID number, call students for reminder

Previous Experience:

  • Ability to formulate and communicate logical and sound conclusions and recommendations
  • Ability to carry out duties in a timely manner
  • Ability to prioritize duties when faced with interruptions, distractions and fluctuating workload
  • Excellent problem solving skills
  • Skills to perform arithmetic calculations such as addition, subtraction, multiplication, division and percentages
  • Computer skills in the use of word processing, internet, and electronic mail software
  • Ability to use standard office equipment including copier, fax and calculator
  • Ability to make travel and lodging arrangements
  • Ability to schedule and coordinate logistics for meetings, workshops and events
  • Organizational skills to maintain calendars and schedule appointments and meetings
  • Telephone skills to direct calls and take accurate messages
  • Demonstrated effective written and oral communications skills
  • Excellent interpersonal skills with a diverse group of individuals at all organizational levels, both inside and outside the University
  • Ability to use diplomacy and to maintain a high level of confidentiality
  • Ability to work effectively as part of a team
  • Writing skills to prepare clear and concise, grammatically correct business correspondences
  • Strong editing and proofreading skills
  • Ability to establish and maintain office files
  • Working knowledge of University policies and procedures that pertain to the duties of this position.
Desired Qualifications:

  • Substantial experience in an academic environment.
  • Knowledge of employee benefits (health and welfare).
  • Experience in conflict resolution and consensus building.
  • Knowledge of policies and procedures.
Knowledge and Education:

  • High school diploma required
  • Associate's degree preferred

About Nelson:

For more than 45 years, we've been passionate about helping people find jobs they love - rewarding jobs that further career goals. At Nelson, we partner with companies that have outstanding reputations. Working with innovative startups to Fortune 500 companies, our skilled recruiters have access to opportunities beyond what you can find on your own. With Nelson, you'll get the most out of your career. Together, we'll set career goals and find you a position where your skills shine. For a full listing of jobs, go to: and click "Find Work."