Classification: Confidential Administrative Support I
Anticipated Hiring Salary: Low to Mid $5,000's/month
CSU Salary Schedule
Hours: Full-time / 40 hours per week
Priority Screening Date: November 28, 2022
Recruitment Status: Extended
Powered by an inspiring Founding Vision Statement, California 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.
Under the direction of the Associate Director/Director for Academic Personnel (AP), this position will perform a variety of moderate administrative/clerical/analyst duties in support of the student employment program and Academic Personnel operations, including coordinating with other department and campus functional work groups to gather routine information or solve problems, demonstrating a focus and passion for inclusiveness, belonging and excellent customer service.
Note: Due to the nature of operations and workflow in the Office of University Personnel, the incumbent will be responsible for preparing complex reports and handling problems of a highly confidential and sensitive nature. May also develop or present manager positions with respect to meeting and conferring.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Student Assistant Employment Support
- Serves as the first point of contact for CSUMB’s University Personnel’s Student Employment Program and handles problems of highly confidential and sensitive nature when they arise.
- Responsible for all Student Employees, including Unit 11 Student Employees, and compliance of their Collective Bargaining Agreement. If meet and confers are required, will provide applicable information and data to University Personnel Labor Relations contact.
- Supports the Student Employment program according to established procedures and in compliance with all applicable policies. When appropriate, makes recommendations for improvements to policies and procedures.
- Receive, review, and log student assistant position descriptions and job posting requests; distribute other student employment related documents (e.g. salary increases, reclassification requests, etc.) to appropriate HR staff.
- Receive student assistant hiring documents, verify employment eligibility both to work as a student assistant, and to work in the U.S. Follow up on outstanding items needed to complete hire transactions, including background checks.
- Work with the budget department to obtain the CMS position numbers and resolve discrepancies or other issues.
- Work with International Education on obtaining work visas/permits when hiring Non-Resident Alien (NRA) students.
- Serve as contact for students who need to complete new hire paperwork.
- Enter all student hires and other employment transactional data into PeopleSoft/CMS.
- Collaborate with manager and Class/Comp unit on salary requests, including salary increases and reclassifications
- Collaborate with Payroll to resolve pay issues for student workers.
- Conduct routine checks to ensure that students are eligible to work during their employment.
- Prepares reports on Student Employment data and updates forms and policies when necessary.
- Inform/advise hiring managers, timekeepers, and student assistants of all student employment procedures and campus practices.
- Maintain files and logs of student assistant jobs, monitor LiveScan and background check clearance for applicable positions.
- Update forms and policies when necessary.
- Collaborate with the Work Study Student Coordinator in Financial Aid & Scholarships regarding work study employment.
- Assist with the coordination of mass email communication with campus community regarding news/updates and/or training workshops pertaining to procedures for Student Employment.
- Assist in coordinating training logistics (e.g. scheduling room, setting up workshop, sending out invitations, tracking attendance, etc.)
- Assist in preparing training/information materials for campus customers who hire/employee student assistants.
- Assist in presenting student employment training workshops and distributing materials
Academic Employment Support
- Visa processing - Coordinates, prepares and maintains tenure faculty visa applications and files. Collaborates with faculty, UP AP staff and other third parties as needed in the preparation of immigration materials.
- Sets up and maintains databases, records, and files as required for effective personnel functions, which includes downloading, organizing and archiving academic course evaluations
- Person’s of Interests (POI’s) - Process academic POI’s in CMS
- Data Entry – ensure Academic Personnel information is accurately entered in to CMS
- Performs other job-related duties in support of Academic Personnel including researching and gathering information, creating reports, collaborating with Payroll, filing, copying, assisting with maintenance of Academic Personnel website, drafting correspondence, special projects, etc.
- Evaluates general academic/UP personnel procedures and services and makes recommendations for improvement.
General Employment Support
- Provide backup phone system support for the department’s front desk during vacations, and lunch hours.
- Provide I-9 support for lobby walk-ins.
- Serve as point-of-contact for department LiveScanning and clearance processing.
- Provide administrative support for the Behavioral Information Team (BIT) during meetings.
- Provides administrative support to administrators on highly sensitive and confidential matters, including contract and labor relations issues. Collects and compiles material for review and analysis. Assists in preparing responses to requests for information.
- Performs other related duties as requested.
- Represents UP on CSUMB committees, work groups, and task forces as assigned.
- Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Comprehensive knowledge of English grammar, punctuation and spelling and ability to use that knowledge to write clear and concise reports, correspondence, and memoranda. Effective communication and listening skills. Working knowledge of principles, problems, and methods of public and business administration and operations. Excellent ability to organize, plan, prioritize, set deadlines and complete projects on schedule including complex logistical arrangements involving programs, meetings and travel. Ability to instill confidence in administrators, faculty, staff, and other University constituents. Ability to effectively manage relationships within a diverse, multi-cultural environment, including those with outside entities or agencies. Ability to manage sensitive and confidential information and situations with discretion.
Ability to demonstrate sound judgment, credibility, and to act in a highly diplomatic, discreet, and confidential manner. Ability to work effectively, collaboratively, and with professional composure in a high-level, fast-paced administrative office with a heavy workload and frequent interruptions.
Ability to understand and apply the principles, concepts, and work processes, laws, rules, and reference materials pertinent to the operations of Human Resources benefit systems. Ability to analyze reports with attention to detail and accuracy, to make independent decisions, and to exercise sound judgment.
Basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Some positions may require a basic knowledge of research techniques and statistical methods. This foundation would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position. listed above. Additional qualifying experience may be substituted for the education on a year-for-year basis.
Three years of progressively responsible administrative analyst, support or HR experience related experience in a public sector and/or higher education environment, or in the California State University system. Demonstrated working knowledge of federal and state employment laws and regulations. Strong, effective interpersonal and organizational skills and ability to work in harmony with a wide range of campus and CSU system personnel.
Ability to handle highly sensitive materials and situations using discretion and good judgment, to include confidential personnel and hiring records. Ability to maintain strict confidentiality and to exercise considerable discretion, diplomacy, and good judgment. Demonstrated ability to maintain composure and tact during highly stressful situations and under heavy workload, with conflicting priorities, frequent interruptions, and other demands.
Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent <student/finance> information system; Interfolio, PageUP Recruiting system, OnBase, AdobeSign, Microsoft Office Professional Suite, and Google 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 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)
- control over campus business processes, either through functional roles or system security access
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position may be required to frequently sit, move, and stand for standard office functions. Requirements may include the need to sit or work at a computer terminal for long periods of time on projects. Ability to move objects and materials of approximately 10-50 pounds. May be required to travel across campus to other offices or buildings on and off the main campus. Ability to use office equipment, telephone, calculator, personal computer, fax, copier, and scanner.
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.
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.
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 email@example.com. 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 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.