Administrative Support Coordinator - School of Computing and Design 511132

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Job Description
Description:
Classification:
Administrative Support Coordinator I
Anticipated Hiring Salary:
High- $3,000 per month
CSU Salary Schedule
Hours:
Full-time / 40 hours per week
FLSA:
Non-exempt
Priority Screening Date:
March 13, 2022
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 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 Chair of the School of Computing and Design, the Administrative Support Coordinator is responsible for performing a full range of State and Corporation clerical and administrative assignments that are varied and complex in support of the School of Computing and Design.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Provides administrative support to the Department chair and faculty. Prepares and processes work orders, pay requests, paperwork for selected external funds, personal reimbursements etc. Manages all travel arrangements ensuring all paperwork is timely and accurately processed. Creates requisitions and tracks the purchase order. Assists the ASC II with research for procurement card spending and oversees the purchasing of supplies, and assists ASC II with other budget tracking.
Supports program needs; i.e., providing scheduling assistance to the Chair and the ASC II, generating permission numbers, administering the student assistant hiring and timesheet processes, assisting in the course evaluation process each semester, tracking in student internship placement, and assists with other day-to-day operational needs of the School.
Coordinates the logistics of variety of special events and activities including preparing agendas, scheduling meetings, reserving rooms and facilities, coordinating catering, inviting attendees, requesting parking permits, etc. Provides oversight of the event set-up/take-down and taking minutes at events whenever requested.
Assists with outreach and recruitment activities such as creating a semi-annual newsletter, marketing materials, maintaining social media sites in accordance with the branding standards from University Communications. Communicates with high school and community college counselors and administration, and coordinating visits by faculty to such external entities as needed.
Provides support in creating, organizing and maintaining a central filing system for confidential office files and student records. Assembles information from these filing systems in response to requests.
Receives incoming calls, messages and visitors. Addresses questions and handles complex telephone and e-mail requests. Makes recommendations on day-to-day administrative operations and procedures, performing independently under general goals.
Other Functions:
Promotes and maintains an atmosphere of excellent internal and external customer service within the School and boarder community.
Attends workshops, conferences, and advisory meetings as needed.
Performs other duties as assigned by the Chair and other designated personnel as needed.
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.
Skills:
Experience to be fully functional in all technical aspects of work assignments. Working knowledge of 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 interpersonal contacts, including those at a higher level and those sensitive in nature.
MINIMUM QUALIFICATIONS:
Must possess 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:
Experience tracking and monitoring budgets, revenue, and expenditures using Microsoft Excel or a similar program. Excellent English writing skills and customer service skills. Experience with event planning. Working knowledge of desktop publishing software. Strong problem solving, interpersonal, and customer service skills with a proactive and positive attitude about assisting others. Ability to work in a fast-paced environment with concurrent deadlines. Must be flexible and able to adapt to a rapidly changing work environment.
PREFERRED QUALIFICATIONS:
A bachelor's degree in a relevant field. Technical fluency with Photoshop and/or Illustrator. Must be an exceptional listener and communicator with the ability to effectively convey information verbally and in writing. Ability to take proactive and positive measure to ensure optimal support of the office; identify confidential matters and maintain confidentiality in the highest regard; and establish and maintain cooperative working relationships within a multicultural and diverse community using respect and effective interpersonal skills.
Technically proficient in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft or equivalent student, HR and Financial information systems; reporting tools; intranet drives; and internet browsers.
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; 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.
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.
May require occasional evenings 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. Requires 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. 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 ****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.
Closing Date/Time: Open until filled
Job Address
Seaside
California
United States
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Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay ( ****) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay.
As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB’s sustainability initiative is to be carbon neutral.
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