Classification: Administrative Support Coordinator II
Hours: Part-time / 20 hours per week
Anticipated Hiring Salary Range: $2,500 per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.
Priority Screening Date: May 1, 2023
Recruitment Status: Open Until Filled
(This is a temporary, part-time (20 hours per week) position for one year which may be extended and/or become regular based on budget or operational needs.)
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 with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).
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 general supervision of the Director of Extended Education Graduate Programs, and day-to-day work direction from the Program Director, the incumbent performs the full range of administrative support
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Performs a broad range of complex technical/clerical duties in support of the Science Illustration program, under the direction of the Program Director, requiring discretion, good judgment, and timeliness when performing assigned tasks.
- Coordinates and disseminates communication about the program to key stakeholders. Works collaboratively and collegially with a staff, faculty and students and various departments on campus.
- Refers to the Program Director for student and potential applicant advising. Schedules meetings and advisement appointments.
- Facilitates the processing of applications. Enters information into databases. Generates acceptance letters. Prepares welcome/orientation materials and informs students of schedules and important dates.
- Coordinates the ordering of materials and supplies. Keeps an inventory of all supplies and updates/coordinates the check-in/out system for materials and supplies.
- Coordinates and organizes special events, on and off-campus meetings; schedules, prepares agendas and compiles materials for meetings, events, and conferences.
- Prepares and processes a variety of financial and transactional documents necessary to meet the needs of the program. Including, but not limited to: payment requests, travel requests, reimbursement claims.
- Provides assistance with other day-to-day administration of the program as needed. Provides daily oversight to Student Assistant(s).
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.
Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of intrapersonal contacts, including those at a higher level and those sensitive in nature.
Knowledge and skills in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able 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 office related work experience.
Excellent customer service and communication skills. Highly proficient in the use of personal computers including word processing, spreadsheet, presentation, and database software.
PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:
Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.
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.
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.
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 15 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 Human Resources at (831) 582-3389 or firstname.lastname@example.org. 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.