Office Assistant, Chinatown Community Learning Center
Office Assistant, Chinatown Community Learning Center
Department Name: Health Sciences & Human Servcs
Job Number: FP2020-697
Status: Priority Screening Deadline is 5:00 PM on Friday, November 20, 2020. Position Open Until Filled.
Priority Screening Date: 11/20/2020
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.
DEFINITION: This a full-time, 40-hour per week position (Monday - Friday, 9 am - 5pm). This position is dependent upon grant funds, which expire December 31, 2021. In the interim there will be multiple concerted efforts to seek additional funding. PURPOSE: The Office Assistant's primary function to undertake a variety of day-to-day office and clerical tasks to ensure all daily operations run smoothly and perform varied administrative functions in support of Manager for Community Health and Engagement (CHE).
POSITION SUMMARY: The Office Assistant will perform a full range of front desk, clerical, secretarial, and general office support functions that are varied and complex and is responsible for providing clerical and administrative tasks in support of the CHE. This position is under the oversight of the CHE Principal Investigator and the general supervision of the CHE Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Office Assistant duties include:
- Maintains office management by prioritizing and responding to
daily routine communications. Manages multiple calendars, schedules
appointments, groups, workshops, and coordinates large meetings,
activities, and events. Represents CHE at various meetings and
disseminates essential information to CHE staff, students, and
volunteers; prepares minutes or summary notes, and tracks action
items meetings as appropriate. Respond to client complaints;
intervene in crises, respond to emergencies, and initiate action as
required, including contact with emergency response systems; use
conflict resolution and de-escalation communication strategies with
clients displaying disruptive behavior; provides back-up support to
the front desk clerks.
- Assembles and distributes information/documents and agendas
pertinent to meetings; handles collection and coordination of
information related to CHE activities, and initiatives. Coordinates
arrangements for training classes and travel related to CHE;
prepares and processes travel authorization, reimbursement, and
claim forms/documentation. Ensures that confidential information
and required documentation are received, completed, and maintained
- Coordinates short-term and long-term projects with broad impact
that may involve coordination with other departments; establishes
and maintains a complex system of materials, documents, files and
records for both physical and electronic materials, including
budgets, reports, logs, and correspondence (i.e. CHE internal
databases, CARS, and HMIS).
- Identifies supplies, materials, equipment, and services needed
for the office and building. Prepares and processes purchase
requisition forms; receives and organizes supplies for storage
and/or distribution; manages catering orders and processing of
invoices and purchase requisitions for University Corporation
accounts; creates and tracks work orders for facilities services as
needed or requested.
Front Desk Reception and Support duties include:
- Open and close the office
- maintain safety and security by monitoring all general access
- Ensure workstations and phones are logged-in and
- Greet and screen in-person visitors to the front desk of the
Undergraduate Advising Center;
- Answer and screen a high volume of phone calls from students,
families and campus partners
- Schedule appointments, assist clients with drop-in sign
- Redirect in person and calls to other campus departments as
- Respond to client complaints; intervene in crises, respond to
emergencies, and initiate action as required, including contact
with emergency response systems; use conflict resolution and de-
escalation communication strategies with clients displaying
- Maintain orderly appearance of the front entrance, reception
area, and adjoining rooms; sweep and mop as needed; empty trash;
clean restrooms as needed and keep restrooms supplied
- Set up classroom space for groups and life skills classes
- Facilitate Intake process
- Serves as building emergency coordinator
- Performs other job-related duties and special projects as
Ability to: operate a motor vehicle; climb stairs; possess good communication skills; meet the requirements of the classification and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed. Capable of the following extended activities: standing, sitting, climbing stairs. Capable of the following intermittent activities: lifting 25 pounds or more and bending in the performance of infrequently performed office duties.
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. Knowledge of the various programs and disciplines which encompass the College of Health Sciences and Human Services. Technical fluency in the use of Microsoft Office Suite; Google’s G-Suite (Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/Common Management System, HMIS, CARS; intranet drives; and internet browsers.
• Ability to: work independently and in a team environment; multitask in a busy environment, set priorities among ongoing activities and projects to meet internal and external deadlines; understand problems from a broader perspective and apply independent judgment, discretion, and initiative to address challenges and develop solutions; effectively handle interpersonal interactions at all levels to coordinate front line contacts with a variety of campus and community individuals requiring effective problem solving, organizational skills, and interpersonal skills; perform standard business math, analyze budget data, and make simple projections; handle confidential information and sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.
Must have own transportation, valid driver’s license, and auto insurance and the ability to complete a web-based training in defensive driving.
• Associates Degree AND
• Two years of clerical or administrative experience
• Demonstrated understanding of and commitment to CSUMB’s vision statement
This position requires flexibility in hours that may include working evenings and weekends.
Special Conditions of Employment:
- 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:
- 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.
- This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
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: $22.00. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.
University Corporation at Monterey Bay positions are “at-will” employment.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5933
For full consideration, submit the required documents. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.