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COAST Program Assistant

Employer
California State University, Monterey Bay
Location
California, United States
Salary
Salary Not specified
Date posted
Dec 18, 2020


COAST Program Assistant

Classification: Administrative Support Assistant II
Department Name: CSU COAST
Job Number: MB2020-CB2658
Status: This is a part-time (30 hours per week), temporary position through June 30, 2021, with the potential of renewal based on budget and/or operational needs. Apply today! Application Screening Begins: Friday, January 8, 2021
Priority Screening Date: 01/07/2021
Recruitment Status: Apply today! Application Screening Begins: Friday, January 8, 2021

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) 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 7000 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.

PURPOSE:

Under the general supervision of the Director of the CSU Council on Ocean Affairs, Science & Technology (COAST) and the day-to-day direction of the COAST Program Support Coordinator, the incumbent supports all aspects of COAST programs and projects. Specifically, the COAST Program Assistant provides office support for existing programs and initiatives, supports communications at multiple levels, and provides administrative support to the Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  1. Provide support for existing student award programs (Graduate Student Research Awards, Undergraduate Student Research Support, Student Summer Internships, Student Travel Awards, and various pilot programs).

    • Organize applications and reviews and respond to inquiries in consultation with the Coordinator.
    • Communicate with Student Travel awardees regarding required award reporting procedures.
    • Gather and maintain data related to individual awards, including but not limited to reports from awardees and internship evaluations.
    • Prepare and enter data into the award database and website.
    • Assist in the production of electronic and printed materials (invitations, flyers, graphics).
    • Prepare materials for and conduct periodic campus visits as needed to inform students of COAST funding opportunities.

  2. Provide support for existing faculty award programs (State Science Information Needs Program, Grant Development, Strategic Investment, Rapid Response Funding, Seminar Speaker Series, and Short Course, Workshop and Symposia Funding Programs).

    • Organize proposals and reviews in consultation with the Coordinator.
    • Assist with awardee progress report tracking.
    • Prepare and enter data into the database and website.
    • Track student participation in faculty awards.

  3. Assist in the planning, organization and execution of COAST meetings and special events.

    • Transcribe notes from monthly Executive Committee calls and semi-annual retreats.
    • Assist in production of electronic and printed materials (invitations, flyers, handouts).
    • Assist in processing payment requests and travel reimbursements associated with events.

  4. Website content and social media presence and engagement

    • Find engaging content that is marine, coastal, watershed or climate related or otherwise relevant to COAST and/or the CSU for posting on COAST website and social media platforms.
    • Post content provided by COAST Coordinator and Director on COAST website.
    • Regularly post content provided by COAST Coordinator and Director on social media platforms (e.g., Facebook, Twitter, Instagram).
    • Periodically check COAST website for pages that need to be updated.

  5. Assist in the development and production of annual reports and financial reports.

    • Assist with annual report development, design and review.
    • Assist with annual financial report development and distribution to all 23 campuses as directed.

Other Functions:
  • 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:
Demonstrated proficiency in Microsoft Office applications (Word, Excel, Powerpoint) and Google Drive applications. Must be willing to learn Microsoft Access and Sharepoint and Adobe Creative Suite if not already proficient. Excellent interpersonal skills and a high degree of professionalism. Impeccable oral and written communication skills, particularly with vocabulary and grammar. Attention to detail is extremely critical. Excellent time management and organizational skills. Strong ability to establish and maintain professional working relationships, deal effectively with a broad range of people and situations, and work independently.



Preferred Qualifications:


Special Conditions of Employment:
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 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
  • Occasional evenings and/or weekend work may be required.

  • PHYSICAL ENVIRONMENT:

    Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.



    Compensation and Benefits:
  • Type of Appointment: Temporary, Part-Time
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: $17 per hour
  • CSU Salary Range
  • FLSA Status: non-exempt

Employees who are not initially eligible upon hire date for CalPERS retirement membership are required to participate in the CSU Part-time/Seasonal/Temporary (PST) Retirement Plan in lieu of Social Security. Employees enrolled in this program contribute 7.5% of their gross wages, on a pre-tax basis, to a retirement account that is available after separation of employment.

CSUMB offers health or FlexCash benefits to employees in eligible positions under the Affordable Care Act (ACA). There may be other benefits available dependent on appointment type. Please refer to the CSU Voluntary Benefits Plans.


How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5999

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 state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

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.



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