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Office Coordinator - Office of the Vice President of Student Affairs

Apply now Job no: 512436
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Classification:  Administrative Support Coordinator II
Anticipated Hiring Salary:  High $3,000's per month
CSU Salary Schedule
Hours:  Full-time / 40 hours per week 
FLSA:  Non-exempt 

Priority Screening Date: Extended to May 2, 2022

Recruitment Status: Open Until Filled - Applications reviewed as received

ABOUT CSUMB

Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Administrative Services Manager and with some day-to-day direction from the Confidential Assistant to the Vice President for Student Affairs (VPSA), the Administrative Support Coordinator (ASC) performs a full range of moderate to complex administrative support assignments for the Office of the VPSA and the vice president. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  • Manages incoming calls and visitors; responsible for addressing questions and taking required action, i.e., refers requests and/or determines appropriate action.  Transfers calls and/or provides detailed information. Serves as the first point of information relating to matters related to VPSA and the Division of Student Affairs. Receives screens and distributes all incoming mail.
  • Provide support to the Administrative Services Manager, Confidential Assistant to the VPSA, Clery Compliance Officer, and the VPSA by assisting with campus work orders, travel requisitions, purchase orders and other work necessary to meet the day-to-day operating needs of the office. Assists with creation of presentations for the division for training and dissemination of information purposes.
  • Lead office with establishing, organizing and maintaining a digital central filing system for confidential office files and financial records. Helps assemble information from these and other sources in response to requests. Assists with the processing of documents requiring digital signatures.
  • Responsible for identifying supplies, materials, equipment and services (including subscriptions and service orders) needed for the office and/or requested by staff.  Receives and organizes supplies for storage and/or distribution; reviews and confirms accuracy of invoices for approval of payment, resolves discrepancies or problems with received items or service. Serves as the department Refresh Coordinator for IT equipment
  • Serves as an ex-officio member of the Student Fee Advisory Committee (SFAC). Responsible for distributing agendas, taking meeting notes, collecting and organizing proposals, outlining and updating the SFAC Google Drive. Sets up meetings through Google calendar and Zoom. Prepares SFAC documents for committee review and submission to the campus president for signature approval.
  • Coordinates and/or assists with the logistics of a variety of special events and activities including preparing agendas, scheduling meetings (to include Zoom meetings), reserving rooms and facilities, making arrangements for equipment, services & catering, providing oversight of the event set-up, notifying participants of related information as required.
  • Responds to requests for information, assists with electronic (web and email) and hardcopy preparation and dissemination of information about Student Affairs programs. Represents the Office of the VPSA on assigned campus committees.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of the University infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Expertise in using office software packages, technology, and systems.

Ability to:  Ability to learn, interpret and apply a wide variety of Federal, State, and University regulations, policies and procedures independently, 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 work area; 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 standard business math, analyze budgetary data, and make accurate projections requiring some inference; write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations;  and use negotiation and persuasion skills verbally and in writing in a professional and tactful manner to achieve results and expedite projects. 

MINIMUM QUALIFICATIONS:

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.

SPECIALIZED SKILLS:

Proficient in the use of personal computers including word processing, spreadsheets, email, calendar, online/video meetings, webpage maintenance, and digital signature software. Ability to identify confidential matters and maintain confidentiality in the highest regard; establish and maintain cooperative working relationships within a multicultural and diverse community using respect and effective interpersonal skills; and take proactive and positive measures to ensure optimal support of the office.  Demonstrated ability to address the essential functions associated with this position in a high-level executive office including the knowledge and abilities identified above.

PREFERRED QUALIFICATIONS:

Bilingual preferred.  Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google Suite documents, mail and calendaring programs.  Highly desirable: Demonstrated understanding of and commitment to CSUMB’s Vision

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 is required to comply with confidentiality requirements outlined in the Department of Education’s Family
  • Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information.
  • May require occasional evenings and/or weekend work.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

PHYSICAL ENVIRONMENT:

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. 

There are components of this job which are deemed essential on campus.  This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students.  The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance.  Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus.  All community members who work or attend class on campus should expect to participate in a random or periodic testing system.  CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

BENEFITS/PERKS: 

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

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 or emailuniversitypersonnel@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to universitypersonnel@csumb.edu.

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and 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.

Advertised: Pacific Daylight Time
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