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CLASSIFICATION TITLE: Administrative Support Assistant I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2026. Any continuation beyond June 30, 2026 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time     

PAY PLAN: 12-month    

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,680 - $3,800

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,680 - $4,517

PAY BASIS: Monthly    

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: The Office of the President is a collaborative group of individuals dedicated to supporting the President’s daily activities while advancing the mission, vision, and strategic goals of the University.

Under the direct supervision of the Interim Deputy Chief of Staff and with lead direction from the Presidential Aide, the Administrative Support Assistant provides routine clerical and administrative support to the President’s office with a primary focus on assisting the President’s Aide, supporting general office operations, and aiding in event logistics. The position performs a range of standard office tasks including scheduling support, document preparation, meeting assistance, front office duties, and basic financial and travel processing. This role ensures the smooth day-to-day functioning of the office by following established procedures and delivering responsive, customer-focused service to internal and external constituents.

DUTIES & RESPONSIBILITIES:

Presidential Aid Support

• Provide basic administrative support to the President’s Aid.
• Provide additional basic administrative support in the absence of the President’s Aid.
• Assist Presidential Aid with the President’s Calendar including reviewing, monitoring, and comprehending schedules and calendar requests.
• Assist with basic preparation for campus visits by high-level visitors.
• Support meeting logistics including room scheduling, food, equipment requirements, preparing meeting materials, as well as creating agendas with topics as needed. Send meeting invitations and confirm attendance as directed.
• Attend meetings as needed, prepare agendas, take notes/minutes, transcribe, and distribute.
• Prepare draft professional correspondences, memorandums, and documents as needed using standard templates and formatting tools.
• Assist with making simple travel arrangements for the President, President’s Spouse, and Chief of Staff, using provided guidelines and checklists. Complete requisite CSUB paperwork.
• Track travel-related expenses and reimbursement requests, following Accounts Payable policies.
• Assist with reconciling Procard statements by entering the correct chart fields in the system and submitting accurate backup documentation.
• Respond to immediate needs and requests to ensure work assignments are completed, escalating unclear or complex matters to appropriate administrator.
• Handle routine sensitive information in a professional and discreet manner.
• Provide support in updating the President’s social media accounts and help with basic maintenance of webpages, ensuring content is current and accurate.

General Office Support

• Provide basic administrative support for the administrative personnel assigned to the President’s Office.
• Greet and welcome visitors to the President’s Office, serving as a professional and courteous first point of contact.
• Answer and direct phone calls, receive and distribute mail, answer simple inquiries, and direct patrons to the appropriate resource as needed.
• Monitor availability of department brochures and publications and replenish and reorder as needed.
• Maintain and order office supplies as needed. Make copies as requested.
• Make campus deliveries and perform related work as requested by President’s Office Leadership and staff.
• Maintain a general awareness of CSU policies and procedures applicable to the front office.

Event Support

• Assist with registration, RSVP list, and sign in process for workshops and events.
• Create and distribute simple invitations, flyers, and other marketing and promotional materials for workshops and events.
• Assist with the general support of events as requested by leadership and President’s Aide.
• Respond to basic event-related inquiries and elevate more complex questions to appropriate administrator.
• Assist with simple pre-and post-event requirements and logistics, including event set-up and break down.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Ability to use standard office equipment.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to perform basic mathematical functions.
• Fundamental writing and presentation skills to effectively communicate standard information.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States.  All new employees will be required to present documentation verifying their right to accept employment.  You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens.  These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the CSU Bakersfield provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU Bakersfield complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

The CSU Bakersfield is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At CSU Bakersfield, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.