Classification: Administrative Support Assistant II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $3,338 - $3,505* mo.
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: November 20, 2023
Recruitment Status: Extended
ABOUT CSUMB
California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.
The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University. As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.
PURPOSE:
Under the general supervision of the Director of Student Engagement and Leadership Development and day-to-day work direction of the Student Services Coordinator, the Student Engagement and Leadership Development (SELD) Meeting and Events Office Assistant performs a full range of office and clerical assignments in support of the day to day operations of SELD students and staff, as well as supports the meetings and event coordination activities. The Assistant supports SELD staff and CSUMB students in various clubs and organizations including Associated Students (AS), Inter-Club Council (ICC), Sports Club Council (SCC), and Greek Council.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Special Event/Activity Support: Helps to support SELD and student organizations including but not limited to AS, ICC, SCC, and United Sorority and Fraternity Council (USFC) meetings and events by acting as the liaison with University Affairs, Ceremonies and Events (UACE). Reviews documents submitted through MyRaft for completeness, accuracy, and adherence to university event policy. Tracks and monitors documents and office processes and workflow related to events. Approves event workflow as directed. Works in collaboration with the Office Services Analyst to communicate catering needs with the clubs and organizations.
- Assist at the SELD front desk providing support to students. Assist in the timely and accurate coordination and implementation of SELD office procedures. Uses judgement and discretion in processing of confidential materials, which includes electronic, clerical, record keeping, and administrative support tasks in support of the infrastructure and daily operations in the SELD office.
- Front Desk/General Office Support: As the first point of contact for campus and community members on a daily basis, the incumbent will provide information relating to SELD and AS matters such as events and programs, resources, and staff schedules. Provides general clerical support related to meetings and events for the Student Engagement and Leadership Development Staff and Students. Composes correspondence, reports, and other documents as requested. Performs data entry and duplicates materials. Receives and screens visitors and telephone calls, addresses questions and 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 SELD staff and students, and the wider university community.
Other Functions:
- Actively participates in department meetings, training programs, collaborations, retreats, and planning sessions.
- Attends seminars and conferences to maintain program and professional development
- Perform other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.
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 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:
Bilingual preferred. Technical fluency with 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 has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property;
- access to, or control over, cash, checks, credit cards, and/or credit card account information;
- responsibility or access/possession of building master or sub- master keys for building access;
- 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. The 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:
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 emailinghumanresources@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.
EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity 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.
