Job Details

Administrative Assistant (Administrative Support Assistant II), CEGE Dean
California State University, San Bernardino


Job No: 520858
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Job Summary

Serve as the primary administrative support for the Dean's office. Execute independent decision-making on a daily basis while performing administrative functions. Serves as the primary human resource contact for timekeeping purposes.

Duties and responsibilities

Clerical Support:

Under immediate supervision

• Answer routine telephone and walk-in inquiries from students, instructors, campus staff and off-campus community and direct calls or visitors to appropriate staff member and/or department.
• Provide general maintenance of the Dean's office, supply and copy areas; maintain magazine racks, refill copy paper, order college stationary, Dean's Office gifts, envelopes, letterhead, new-hire packets, absence slips and organize office paperwork at the front desk.
• Duplicate and fax necessary items for staff; scan documents and file in appropriate areas, make deliveries to college departments/programs and run errands for staff.
• Maintain a tracking system for logging documents being routed to other departments and follow-up as needed. Upon receipt of fully executed documents (MOA, MOU), log information, and add expiration dates to Dean's calendar. Scan, and file CEGE's original copy and FedEx documents to partners as needed.
• Assist with hospitality and direct expenditure preparation for meetings/events only for Dean's office--Assist with internet research projects; direct needs to appropriate staff members.
• Create/ follow process for Accounts Payable documents (Scan, e-file, log, and deliver originals to Accounts Payable).
• Assist with the organization of staff meetings and office visits such as placing catering orders, reserving rooms, and requesting parking passes.
• Print and review invoices from Printing Services, distributing to MPPs for approval, then filing.
• Complete and submit travel requests and reports through Concur. Assist in scheduling/planning travel itineraries and prepare documents as needed.
• Assist in planning International Delegations (order catering, create agendas, prepare tent cards, room set-up and clean up, assist in transportations and campus tours)
• Update and distribute extension and email lists and organizational charts for the College.
• Hold a Procurement card for necessary Dean's Office and college purchases.
• Make copies of Procard statements for each card holder, then file and deliver to Purchasing Department.

Time Keeper/Human Resources Duties:

Must maintain confidentiality within all aspects in this area.

• Responsible for all time keeper and absence management duties.
• Forward payroll notifications to CEGE staff, as needed.
• Assist in Onboarding process for new or newly promoted staff members (Order business cards, submit CIA requests, submit phone change requests, and submit key requests to Facilities, update logs, email Defensive Driving instructions, etc.)
• Prepare new hire personnel files;
• Following up with hiring manager for timely submission of evaluations and signed position descriptions.
• Duties for hiring student assistants include; preparing necessary hiring paperwork, and submitting background check requests, when applicable.
• Responsible for maintaining and distributing alarm codes for the CGI offices and Yasuda Building as well as submitting key request cards for the issuance of keys for all appropriate staff, student or instructional employees.

Minimum Qualifications

• High School diploma or its equivalent AND two years of experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Experience to be proficient in performing most or all work assignments.
• General working knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Preferred Qualifications

PeopleSoft experience, preferred.

Compensation and Benefits:

Anticipated Hiring Range: $3,338 - $3,505 per month

Classification Salary Range: $3,338 - $4,913 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information

Work status: Full-time/Non-Exempt/Probationary

Schedule: Monday - Friday 8:00 am - 5:00 pm

The application deadline is: December 19^th, 2022

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at jeanne.durr@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

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To view full description and to apply, visit: https://www.csusb.edu








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