Administrative Support Coordinator
Classification: Administrative Support Coordinator II
Department Name: Arts,Humanities&Social Science
Job Number: MB2019-CB2575
Status: Open Until Filled
Priority Screening Date: 10/02/2019
Recruitment Status: Apply today! Application Screening Begins October 3, 2019.
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (www.csumb.edu) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay.
As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general supervision of the Dean, College of Arts, Humanities and Social Sciences; the Administrative Support Coordinator II (ASC) is responsible for clerical and administrative functions to support the objectives of the Dean. The ASC establishes and maintains various tracking systems for college-level functional reporting requirements, assists with the preparation of written materials, performs basic financial reconciliations, assists in the college-level budget tracking process, supports various interdepartmental work teams, provides back-up support to the Administrative Analyst/Specialist I, monitors Dean's Office projects, works as a liaison between Dean's Office and other units on campus, and provides general clerical support to the Dean and Associate Dean in support of college initiatives.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Establishes and maintains office management for the Dean, Associate Dean and College by prioritizing and responding to daily routine communications. Serves as the point person for the office, greets and screens visitors, telephone calls, and mail, takes the required action or refers requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy. Manages multiple complex calendars, schedules appointments and meetings as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings; handles collection and coordination of information related to College activities, and initiatives. Coordinates arrangements for travel related to the Dean's office; prepares and processes travel authorization, reimbursement and claim forms/documentation. Sorts and processes mail, identifies priority items for the Dean, Associate Dean, or Analysts' review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Provides clerical support for Dean and Associate Dean in support of college initiatives.
- Projects: Under the direction of the Dean, Associate Dean, and College Analysts, initiates and coordinates short-term and long-term projects with broad impact that may involve coordination with other departments, including external program review and annual academic and or strategic planning. Coordinates the timely submission of student course evaluations for RTP purposes, assists the Associate Dean with processing lecturer evaluations, and assists the Dean with RTP paperwork. Assists the Associate Dean with Student Success initiatives, Assessment activities, Academic Senate committee elections and Department Chair elections. Coordinates college representation on various committees including those for commencement activities. Handles appropriate distribution and publication of the Dean's List. Coordinates all logistics for college meetings, cabinet meetings, program review, and college-wide events as directed by the Dean. Provide support for the University Art Committee and associated Student Art Sub-Committee.
- Establishes and maintains a complex system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the Dean's and Associate Dean's use during appointments or meetings; assists with gathering, preparing, and reviewing personnel transaction forms for faculty and staff appointments and preparing meeting materials for faculty interviews with the Dean. Compile and track faculty committee service and release time.
- Identifies supplies, materials, equipment, and services needed for the office and building. Prepares and processes purchase requisition forms; receives and organizes supplies for storage and/or distribution; manages catering orders and processing of invoices and purchase requisitions for stateside, University Corporation and Foundation accounts; creates and tracks work orders for Facilities Services and Information Technology services as needed or requested.
- Represents CAHSS at various campus meetings and disseminates essential information to CAHSS faculty and staff. Meetings may include, but are not limited to scheduling, commencement, Business Operations Forums, University Personnel, and Academic Affairs ASC meetings.
- Serves as building emergency coordinator.
- Performs other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities:
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.
Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Experience in project/event coordination, budget and accounting practices. Strong clerical, customer service, and office management skills. The ASC must be a self-starter, detailed-oriented and able to multi-task. Proficient in the use of personal computers including word processing, spreadsheet, database, presentation and graphic design/creative-based software.
Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft/CMS baseline system for Student, Finance, and HR or equivalent; G Suite (Gmail, Docs, Drive, and Calendar); Hyperion Workspace; 25Live; intranet drives; and internet browsers. Basic knowledge of and interest in graphic design/creative-based software. Ability to speak languages in addition to English. College degree in arts, humanities or social sciences is desirable or six years of progressively responsible office management experience. Experience working with diverse populations and in an academic setting. Academic setting or arts organization experience. A strong commitment to serving students, with a proactive and positive attitude about assisting others.
Special Conditions of Employment:
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position has been designated as a sensitive position with:
- responsibility or access/possession of building master or sub-master keys for building access; and
- access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
- This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
- May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits:
- Type of Appointment: Probationary, Full-Time
- Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
- Anticipated Hiring Salary: High $3,000s
- CSU Salary Range
- FLSA Status: Non-exempt
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year (pro-rated). For more information, visit CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5473
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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 University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
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