Administrative Assistant, ETS
Administrative Assistant, ETS
Classification: Admin Assistant II
Department Name: Early Outreach & Support Pgms
Job Number: FP2020-689
Status: Priority Screening Deadline is Tuesday, Monday, September 21, 2020. Position is open until filled.
Priority Screening Date: 09/21/2020
This is a full-time (40hrs/week) benefited position dependent upon continued grant funding.
The University Corporation at Monterey Bay is an equal opportunity employer and committed to hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University Corporation at Monterey Bay is a non-profit 501©(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
The Educational Talent Search (ETS) program identifies and assists 1,166 individuals from disadvantaged backgrounds who have the potential to succeed in higher education. The program provides academic, career, and financial counseling to its participants and encourages them to graduate high school and continue on to the postsecondary school of their choice. The goal of Educational Talent Search is to increase the number of youth from disadvantaged backgrounds who completed high school and enroll in postsecondary education institutions. Services provided by the program include: academic, financial, career, or personal counseling including advice or entry or re-entry to secondary or postsecondary programs; career exploration and aptitude assessment; tutorial services; information on postsecondary education; exposure to college campuses; information on student financial assistance; assistance in completing college admission and financial aid applications; assistance in preparing for college entrance exams; mentoring programs; and workshops for the families of participants.
Under the direct supervision of the Associate Director of ETS, with overall direction provided by the Director of EOSP, the Administrative Assistant performs a variety of moderate to complex clerical assignments in support of the day-to-day operations.
ESSENTIAL JOB FUNCTIONS: include, but are not limited to, the following:
- Coordinate travel arrangements for staff and project participants; processes various travel documents to include travel requests, registration payments, travel advances and expense claims.
- Compose correspondence, reports, and other documents as requested; establish and maintain a complex system of files and records for both physical and electronic materials.
- Assist in the development of brochures, flyers, and informational materials regarding programming and activities.
- Assist the Program Coordinator in tracking the program's budget expenditures; assist in the preparation of official documents related to personnel, budget, and program performance.
- Keep all publications for the office updated as needed including website, brochures, and events.
- Provide clerical support to the staff including, but not limited to, coordination of publication production, special event coordination, and mass mailings.
- Maintain an organized storing/filing system that enables others to access necessary files, documents, supplies etc. in case of your absence.
- Identify and order supplies, materials, equipment and services for the office; maintains inventory of office supplies and equipment; organizes supplies for storage and/or distribution.
- Prepare and processes various purchasing forms to include, but not limited to, Purchase Requisition, Reimbursement, and Payment Request forms; reviews and confirms accuracy of invoices for approval of payment.
- Handle sensitive and/or confidential documents and information where judgement and discretion are essential.
- Ensure confidentiality of all program records and other sensitive information.
- Assist in the supervision of Peer Mentors.
- Perform other duties as assigned by the supervisor
- Promote and maintain an atmosphere of excellent internal and external customer service within the program and campus community.
PHYSICAL WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
Knowledge, Skills and Abilities:
Thorough knowledge of correct English grammar, spelling, and punctuation. Knowledge of modern office procedures and practices. General working knowledge of applicable university infrastructure, policies, and procedures. Fluency in using standard MS Office software suites. Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
Able to identify deviations from applicable policies. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to schedule and distribute work assignments based on shifting priorities. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Knowledge and ability to perform clerical and database work involving independent judgment, accuracy, and speed. Ability to analyze databases and prepare statistical reports; ability to create project schedules, flow charts, and statistical charts; ability to screen telephone calls; visitors, and mail; ability to create and keep complex records, invoices, purchase orders and budgets.
Requires active problem solving and effective interpersonal skills. Ability to read and write at a level appropriate to the duties of the position. Ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions. Ability to understand and input data for use in budgeting and databases. Ability to establish and maintain cooperative working relationships within a diverse, multi cultural environment.
Education and Experience:
Equivalent to three years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities, listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required clerical experience.
Must be willing and able to work evenings and weekends as needed.
Must have own transportation, valid driver’s license, and auto insurance and the ability to complete a web-based training in defensive driving. Fluency in using standard office software packages.
Bilingual, bi-literate in English and Spanish. Proficiency with PC and/or Mac, CMS PeopleSoft, MS Access, Photoshop, and social media applications. Desktop publishing experience extremely helpful.
Highly Desirable: Demonstrated strong commitment to customer service, with a proactive and positive attitude toward assisting others. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with diverse populations, history of community service.
Special Conditions of Employment:
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.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.
The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without
regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information,
medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.
This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
University Corporation positions are at will employment.
Compensation and Benefits:
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. The hourly rate for this position is $17.00 - $19.00. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.
The University Corporation at Monterey Bay also provides access to affordable campus housing, Employee Housing.
Please note that CSUMB and the Corporation are working from home until at least January 3, 2021 unless identified as an essential on-campus position.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5878
A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.
Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center - first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.org.