Administrative Support Assistant
Admin Support II
Early Outreach & Support Pgms
Job #: FP2012-398
This is a part-time (20hrs/week) benefited position dependent upon continued grant funding.
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
The University Corporation at Monterey Bay on the campus of CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The Corporation is a nonprofit 501(c) (3) public benefit corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The Corporation's mission is to further the educational purposes of the University. The Corporation is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
TRIO Upward Bound (UB) is a federally funded program designed to increase the college participation of low-income and potential first generation college-bound students. The UB Program is dedicated to serving approximately sixty (60) student participants in the North Monterey County and Pajaro Valley Unified School Districts. UB helps students graduate from high school with a solid foundation (i.e. completion of required coursework and possession of a strong GPA) necessary for entering college by offering academic support, informational workshops, guidance, motivation and advocacy to program participants, their parents and target schools. Upward Bound continues to support participants to ensure college enrollment and ultimately graduation. The program consists of a Coordinator, Academic Advisor, Administrative Support, and a team of instructors and peer mentors. The UB Administrative Support position is under the umbrella unit called Early Outreach and Support Programs (EOSP).
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Under the supervision of the Upward Bound Coordinator, with overall direction provided by the Director of EOSP, the Administrative Support will:
- Coordinates travel arrangements for Upward Bound staff; processes travel and expense forms for travel requests, registration payments, advances and expense claims.
- Composes correspondence, reports, and other documents as requested. Maintains, assembles, and/or summarizes information from office files or other sources for the staff's use during appointments or meetings. Establishes and maintains a complex system of files and records for both physical and electronic materials.
- Assists in tracking the unit's budget expenditures. Assists in the preparation of Employment Status Forms (ESFs), and related budget and payroll documents.
- Prepares and processes Purchase Requisition Forms, reimbursement, and payment request forms; reviews and confirms accuracy of invoices for approval of payment.
- Provides clerical support to UB including, but not limited to, coordination of publication production, special event coordination, and mass mailings.
- Identifies and orders supplies, materials, equipment and services for the offices and/or requested by staff, receives and organizes supplies for storage and/ or distribution.
- Provides work direction to clerical student-staff.
- Promote and maintains an atmosphere of excellent internal and external customer service within the program and the campus community.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of correct English grammar, spelling, and punctuation and office methods, procedures, and practices. General working knowledge of applicable university infrastructure, policies, and procedures. Fluency in using standard MS Office software packages.
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 schedule and distribute work assignments based on shifting priorities. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Knowledge and ability to perform difficult clerical and database work involving independent judgment, accuracy, and speed. Ability to analyze databases and prepare statistical reports; ability to create project schedules, flow charts, and statistical charts; ability to screen telephone calls; visitors, and mail; ability to keep complex records. Requires active problem solving and effective interpersonal skills when dealing with frontline contacts. Ability to read and write at a level appropriate to the duties of the position. Ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions. Ability to understand and input data for use in budgeting and databases. Ability to establish and maintain cooperative working relationships within a diverse, multi‑cultural environment.
Education and Experience:
Equivalent to two years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to one year of the required clerical experience.
Special Condition (s) of Employment:
Position may require travel between campus offices. Must have own transportation, valid driver?s license, and auto insurance.
Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Ability to complete web-based training in Defensive Driving and continue to meet the established driving standards as a condition of employment.
NOTE: Candidates identified for hire with the University Corporation at Monterey Bay must successfully complete a criminal background check.
Proficiency with both, PC and Mac, CMS PeopleSoft, FileMaker Pro, Photoshop, and social media applications. Desktop publishing experience helpful. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Demonstrate a strong commitment to customer service, with a proactive and positive attitude toward assisting others. Experience working with a diverse and multicultural population and performing community service; demonstrated technical literacy.
SALARY AND BENEFITS:
The hourly rate for this position is $14.77. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits. University Corporation at Monterey Bay positions are at-will employment.
PHYSICAL WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.
Please complete the required on-line Corporation application at http://hr.csumb.edu/jobs/db/fp/
A complete on-line Corporation application must be received in the University Corporation Human Resources Office BY 5:00 P.M. on Wednesday, November 14, 2012, TO BE GUARANTEED A REVIEW. Applications received after the application screening date will be reviewed at the discretion of the Corporation.
For assistance or if you require an accommodation, please call (831) 582-4449, or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Services Building – first floor (map). Please check the links provided for the respective hours and the location of each site. The University Corporation at CSUMB will not fax application materials.
The University Corporation at CSUMB is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.