Administrative Assistant, University Corporation/Salinas Center

Administrative Assistant, University Corporation/Salinas Center

Classification: Technical Support I
Department Name: Foundation Auxiliary Services
Job Number: FP2021-713
Status:
Priority Screening Date: 04/16/2021
Recruitment Status:

Position Description:
(30-40 hours/week) benefited position
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
The University Corporation at Monterey Bay (the "Corporation") exists to enhance the educational program of the campus; directly serve students, faculty, and staff; and provide services to the public. Although the Corporation is a legally separate 501©(3) nonprofit corporation, it is a fully integrated part of the California State University, Monterey Bay campus. The Corporation 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.
DEFINITION:
Under the direct supervision of the Director of Events, Facility Operations and Contracted Services, The Administrative Assistant is responsible for providing a variety of moderate to complex of administrative, organizational and technical duties in support of the day-to-day operations of the Corporation.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Provides general support in planning, coordinating and implementing event logistics at multiple locations

Performs a range of moderate to complex clerical, record keeping, and administrative duties in support of the enterprise daily operations

Files and maintains business agreements, contracts and other documents, assuring their confidentiality. Tracks expiration and renewal dates. Establishes and maintains systems, both physical and electronic, for materials, documents, files and records, including reports, logs, and correspondence.

Prepares and processes purchase requisition forms, receives and organizes supplies for storage and/or distribution, reviews and confirms accuracy of invoices and resolves any discrepancies accordingly. Codes invoices in preparation for approval by Director.

Composes correspondence, reports, and other documents as requested.

Assists with the production of reports, statistical data, and other publications

Maintains confidentiality and uses discretion in disseminating information.

When directed assume the role of Primary Contact to handle any customer special requests, resolve any service or technical problems or issues as they arise.

• Routine maintenance inspection of multiple locations.

Accompany outside building service contractors during site visit to ensure maintenance objectives are met which include but not limited to Handyman, Exterminator, HVAC, Alarm Co., Elevator, Landscapers, etc. at multiple locations.

Coordinates IT (computer and telephone) and facilities service requests for the department. Reviews Auxiliary websites regularly to verify the accuracy and timeliness of the content and ensures that the appropriate changes are made.

Other Functions:

Establishes and maintains effective relationships with University and Auxiliary staff, faculty, students, as well as the general public.

Problem-solves various departmental-related administrative matters as they arise

Takes on special projects and performs other duties as assigned.

KNOWLEDGE AND ABILITIES:

Fully functional knowledge of and skill in standard office procedures and practices. Ability to quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.

Thorough knowledge of English grammar, spelling, and punctuation. Ability to communicate clearly orally and in writing in a professional and effective manner with faculty, staff, students, and the public. Ability to draft and compose correspondence and standard reports.

Ability to use personal computers and appropriate job-related software. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages. Ability to quickly learn and use new office support technology systems and software packages.

Ability to independently handle multiple work unit priorities and projects and apply a wide variety of policies and procedures where specific guidelines may not exist.

Ability to establish and maintain cooperative working relationships within a diverse, multi-cultural environment.

Strong personal initiative, ability to work independently and as part of a team in a cross-functional environment.

Ability to work in a fast-paced events department

Demonstrated tact and proficiency when handling sensitive customer service issues

Ability to execute AV set ups and troubleshoot issues as they arise

Skill and knowledge to be fully functional in all technical aspects of work assignments

Ability to determine needs and perform required preventative maintenance on instructional technology equipment, and diagnose and perform minor equipment repairs.

A commitment to the ideas contained in the mission of the Center.

Knowledge, Skills and Abilities:

Fully functional knowledge of and skill in standard office procedures and practices. Ability to quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.

Thorough knowledge of English grammar, spelling, and punctuation. Ability to communicate clearly orally and in writing in a professional and effective manner with faculty, staff, students, and the public. Ability to draft and compose correspondence and standard reports.

Ability to use personal computers and appropriate job-related software. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages. Ability to quickly learn and use new office support technology systems and software packages.

Ability to independently handle multiple work unit priorities and projects and apply a wide variety of policies and procedures where specific guidelines may not exist.

Ability to establish and maintain cooperative working relationships within a diverse, multi-cultural environment.

Strong personal initiative, ability to work independently and as part of a team in a cross-functional environment.

Ability to work in a fast-paced events department

Demonstrated tact and proficiency when handling sensitive customer service issues

Ability to execute AV set ups and troubleshoot issues as they arise

Skill and knowledge to be fully functional in all technical aspects of work assignments

Ability to determine needs and perform required preventative maintenance on instructional technology equipment, and diagnose and perform minor equipment repairs.

A commitment to the ideas contained in the mission of the Center.

Minimum Qualifications:
Education and Experience:
Equivalent to three years of experience performing a variety of event support services which involved event planning and coordination and/or general office clerical work. 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 experience.

SPECIALIZED SKILLS REQUIRED:

Demonstrated skills in providing administrative support which involved event planning and coordination. Excellent customer service skills. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. Outstanding time management skills; ability to coordinate logistics and execute project details with an awareness of deadlines. Demonstrated ability to address the essential functions associated with this position including knowledge and abilities identified above.


Specialized Skills:
Demonstrated skills in providing administrative support which involved event planning and coordination. Excellent customer service skills. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. Ability to make oral presentations. Outstanding time management skills; ability to coordinate logistics and execute project details with an awareness of deadlines. Demonstrated ability to address the essential functions associated with this position including knowledge and abilities identified above.

Special Conditions of Employment:
Must be willing and able to work a flexible work schedule within a 40hr week and an 8hr day. Flexible
schedule may include evenings, weekends, and holidays. Position will require travel between campus offices and off-campus location. Experience with personal computers including word-processing, spreadsheet, databases, querying software, and email applications. Must have excellent interpersonal, oral and written communication skills. Primary Work Location: CSUMB Salinas Center, Salinas, CA
Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Must have own transportation, valid driver’s license, and insurance, and the ability to complete a web-based training in defensive driving. Must continue to meet the established driving standards as a condition of employment.


Preferred Qualifications:
Bachelor’s degree and fluency in Spanish preferred. The ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions; apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions; establish and maintain cooperative working relationships within a diverse, multicultural environment. Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS baseline system, and Google mail and calendaring programs. Experience with social media, including Facebook and Twitter. Higher education experience. Highly desirable: Demonstrated understanding of and commitment to CSUMB’s Vision.


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 salary range is $19.00 per hour. 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.


How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6146

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.


jeid-e73a5c1671f49241b5f5c73c60984883