Service Learning Institute Office Assistant

Employer
California State University, Monterey Bay
Location
California, United States
Salary
Salary Not specified
Posted
Feb 09, 2021
Employment Level
Administrative
Employment Type
Full Time


Service Learning Institute Office Assistant

Classification: Administrative Support Coordinator I
Department Name: Service Learning Institute
Job Number: MB2021-CB2665
Status: This is a full-time, temporary position through June 30, 2021, with the potential of renewal based on budget and/or operational needs. Apply today! Application Screening Begins: Monday, February 22, 2021
Priority Screening Date: 02/21/2021
Recruitment Status: Apply today! Application Screening Begins: Monday, February 22, 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. By 2030, CSUMB's sustainability initiative is to be carbon neutral.

PURPOSE:

Under the general supervision of the Director of the Service Learning Institute, and day-to-day work direction of the Administrative Analyst Specialist, the Service Learning Institute (SU) Office Assistant will perform moderate to complex clerical support duties for all aspects of the work of the Service Learning Institute.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  1. Administrative Support: Provides general clerical support for the Service Learning Department Faculty and Staff. Composes correspondence, reports, and other documents as requested. Organizes online documents, publications, and multi-media materials. Performs data entry and duplicates materials. Assists with the distribution of SL documents, and collection of requested data and materials as needed. Coordinates the daily duties of SU administrative support student assistants.
  2. Publications and Campus Communication: Supports the design, editing and production of SLI website, brochures and other print and multi-media materials. Serves as a source of information about CSUMB administrative processes for SLI faculty, staff and students, and the wider university community.
  3. Budget and Payroll Tracking: Assists In tracking the unit's budget expenditures on both General Fund and grant accounts. Assists in the preparation of, invoices, and related budget documents. Maintains accurate records of invoices and receipts processed. Serves as point of contact for all invoice and reimbursement questions.
  4. Office Supplies & Equipment Management: Prepares and processes Purchase Requisition Forms, reimbursement, and payment request forms; reviews and confirms accuracy of invoices for approval of payment.
  5. Special Event Management: Helps to coordinate support for SLI participation in campus-wide events related to student orientation, graduation, awards, etc.

Other Functions:

Performs other job-related duties and special projects as assigned.



Knowledge, Skills and Abilities:
Thorough knowledge of: Thorough knowledge of English grammar, punctuation, and spelling; office systems and ability to use a broad range of technology, systems, and packages; detailed knowledge of applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures. Experienced to be fully functional in all technical aspects of work assignments.

Ability to: independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections; draft and compose correspondence and standard reports; effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature; communicate verbally and in writing in a professional, persuasive and tactful manner; independently organize and plan work projects, including handling multiple priorities and troubleshooting unanticipated problems, in a busy environment; and establish and maintain effective and cooperative working relationships within a diverse, academic environment.


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 a 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:
Proficient in the use of word processing, spreadsheet, email, scheduling databases, or Internet software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.


Preferred Qualifications:
Comfort with editing and document lay-out and design. Proficiency with both PC and Macintosh. Desktop publishing experience helpful, especially with In-Design. Technical fluency with Microsoft Office Professional Suite, Oracle­PeopleSoft/CMS baseline system; and Google mail and calendaring programs.


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.

PHYSICAL ENVIRONMENT:

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


Compensation and Benefits:
  • Type of Appointment: Full-Time, Temporary position
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: Low to mid $3,000’s/month
  • 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/6062

    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. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 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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