Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary at: $3,924 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: August 8, 2023
Recruitment Status: Open Until Filled
ABOUT CSUMB
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.
PURPOSE:
Under the general supervision of the Service Learning Institute, and day-to-day work direction of the Program Analyst, the Service Learning Institute (SLI) Administrative Support Coordinator will perform moderate to complex clerical support duties for all aspects of the work of the Service Learning Institute.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Program and Budget Administrative Support: Assists SLI Program Analyst in preparing invoices, reimbursements, and related budget documents. Maintains accurate records of invoices and receipts processed and assists with tracking expenditures on both General Fund and UCORP/Grant Accounts. Processes reimbursements for background checks, TB tests, and mileage. Coordinates travel process for staff, faculty, and students including processing documents according to campus policies and procedures. Coordinates guest speaker contracts and payment process. Prepares and processes Purchase Requisition Forms, Procard reconciliation, reimbursement, and direct payment request forms. Coordinates office supply ordering and maintains inventory processes. Handles campus work orders to Facilities for key, access, and custodial, IT, space requests via Resource 25, catering orders, and other work necessary to meet the ongoing operating needs of the office; organize and maintains files and records and helps assemble information from these and other sources in response to requests.
- Front Desk/General Office Support: Provides general clerical support for the Service Learning Institute Faculty and Staff. Composes correspondence, reports, and other documents as requested. Performs data entry and duplicates materials. 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 service learners. Serves as a source of information about CSUMB administrative processes for SLI faculty, staff and students, and the wider university community.
- Service Placement Coordination. Assists in coordination of placement and onboarding processes for service learners and College Corps Fellows. Communicates with partners, students, and faculty about TB tests, orientation, and placements. Provides support for students in service site registration processes. Provides information and support to faculty and community partners about service learning placement processes. Coordinates the staffing of student drop in hours.
- Publications, Marketing and Communication Support: Reviewing, updating and editing of SLI website, brochures, newsletters, and other print and multi-media materials. Uploads content for and maintains social media accounts for the Service Learning Institute and the College Corps Program. Maintains the Service Learning Institute website. Collaborates with the Director and other staff on the publication of the Service Learning Institute Newsletter at least 3 times a semester including suggesting articles and uploading content for newsletter and other publications.
- Special Event/Activity Coordination: Helps to coordinate support for SLI participation in campus-wide events related to student orientation, graduation, awards, etc. Prepares materials, powerpoints, videos, and programs for Spotlight on Service and other events. Supports training events of College Corps and Service Learning Student Leadership program.
- Assists with the Supervision of Student Assistants. Provides training, guidance, feedback, and coordination of the daily duties of the social media student assistant and the general office support student assistant.
Other Functions:
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of: Thorough knowledge of English grammar, punctuation, and spelling; office systems and ability to use a broad range of technology, systems, and packages; detailed knowledge of applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures. Experienced to be fully functional in all technical aspects of work assignments.
Ability to: 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 calculating ratios and percentages, tracking budgetary data, and making simple projections; draft and compose correspondence and standard reports; effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature; communicate verbally and in writing in a professional, persuasive and tactful manner; independently organize and plan work projects, including handling multiple priorities and troubleshooting unanticipated problems, in a busy environment; and establish and maintain effective and cooperative working relationships within a diverse, academic environment.
MINIMUM QUALIFICATIONS:
Entry to this classification requires a 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. 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. Some positions may require a 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 REQUIRED:
Proficient in the use of word processing, spreadsheet, email, scheduling databases, or Internet software. Proficient in social media content creation and skills necessary for newsletter production. Demonstrated ability to act as a liaison to students, faculty and community partners in a diverse, multicultural setting. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
PREFERRED QUALIFICATIONS:
Comfort with editing and document lay-out and design. Expertise in production of social media content. Proficiency with both PC and Macintosh. Desktop publishing experience is helpful, especially with In-Design. Familiarity with the CSUMB Service Learning Institute model of social justice oriented service learning. Ability to learn web site design and maintenance. Technical fluency with Microsoft Office Professional Suite, OraclePeopleSoft/CMS baseline system; 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 has been designated as a sensitive position with:
- access to, or control over, cash, checks, credit cards, and/or credit card account information
- 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.
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.
BENEFITS/PERKS:
This is a management-level position with an attractive benefits package, which includes: a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental, and vision insurance; long-term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit Employee Benefits Summary. 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.
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 Employee Benefits Summary. 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 Human Resources at (831) 582-3389 or emailing humanresources@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.
