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Administrative Support Coordinator - Liberal Studies

Apply now Job no: 520041
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary

Classification:  Administrative Support Coordinator II
Anticipated Hiring Salary:  Low $4,000s mo.  
CSU Salary Schedule
Hours:  Full-time / 40 hours per week 
FLSA:  Non-exempt 

Priority Screening Date:  Extended to November 27, 2022
Recruitment Status:  Open Until Filled

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 Dean of the College of Education and daily direction of the Chair of the Liberal Studies Department, the Administrative Support Coordinator is responsible for carrying out the total clerical operations and assisting in accomplishing the administrative objectives in support of the Liberal Studies Department. These duties include, but are not limited to providing administrative support to the Department faculty and Advising Coordinator, responding to student queries about the program, coordinating logistics of faculty and staff recruitment, inputting data related to course scheduling and faculty teaching load, budget tracking, ordering office equipment and supplies; handling travel and other reimbursements for Department faculty and staff.

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

  • Provides clerical and administrative support to the Department, including the Department Chair, the faculty, the Liberal Studies Degree Completion Program, Human Development and Family Studies Program, and the Liberal Studies Advising Center. Updates the Chair on any situation or circumstance having an impact on the Department’s operation or programs. Works with the Chair and Dean when new courses are offered to make sure course schedules align which includes off site class locations.
  • Tracks the unit's budget expenditures, evaluates and writes assessments of expenditures; maintains balances and information regarding the Department. Assists the college analyst in the development of the annual budget.  Budget tracking may include assisting with budgets for specific grants.
  • Makes all travel arrangements including Requests for Approval of Travel, air travel, rental cars, hotel accommodations, prepares reimbursements and reports upon return. Remains up-to-date on all university travel procedures, as well as procurement procedures.  Makes sure travel is appropriately allocated to the correct budget which may include working directly with University Corporation, Accounting and grant budgets.
  • Receives and screens visitors and telephone calls, takes required action or refers requests as appropriate. Receives, sorts, date-stamps and distributes mail. Interacts with and supports students and student learning.
  • Initiates, drafts and prepares cover memoranda and correspondences. Establishes and maintains a complex system of files and records for both physical and electronic materials. Maintains, assembles, and/or summarizes information from office files and other sources for the Chair's use during appointments or meetings. Organizes documents to include reproduction, storage and security. Maintains confidential files, both physical and electronic, in accordance with Privacy Act of 1974.
  • Organizes the maintenance of the office, equipment, supplies, space, and service requests. Identifies supplies that are needed, generates purchase orders, receives and organizes supplies. Co-manages the building where the Liberal Studies and Human Development and Family Studies program is located.
  • Oversees Student Assistants; determines the methods and procedures by which clerical work is to be accomplished; controls the workflow and establishes priorities and deadlines.

Other Functions:

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.

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.

PREFERRED QUALIFICATIONS:

Thorough working knowledge of CSUMB, particularly matriculation and degree information.  Specialized training in administrative/clerical support. Experience working with diverse populations and in an academic setting.  Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential.  A strong commitment to serving students, with a proactive and positive attitude about assisting others.

Technical fluency in the use of  Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; reporting tools; 25Live; intranet drives; and internet browsers.  Basic knowledge of and interest in graphic design/creative-based software.  Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

 

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:
    • access to, or control over, cash, checks, credit cards, and/or credit card account information;
    • 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 Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
  • Requires occasional evening and/or weekend work.

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.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

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 Careers at CSUMB. 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 email universitypersonnel@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 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.

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