Social, Behavioral

Social, Behavioral & Global Studies - Administrative Support Coordinator

Job no: 503184
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Anticipated Hiring Salary: High-$3,000's mo.
Salary Schedule: $3,352 mo. - $5,639 mo.
Open until filled. Application Screening Begins August 4, 2021
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Dean of the College of Science, with daily oversight by the Department Chair of the Biology and Chemistry Department, the Administrative Support Coordinator is responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations of the undergraduate and Master's-level degree programs within the Biology and Chemistry Department.

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

Provides primary support to the department Chair and is responsible for the administrative functions of the department. Briefs the Chair regarding progress of routine work and special projects. With oversight from the Chair, tracks, reconciles, and reports department budget revenue and expenditures from various funding sources. Researches, analyzes, makes recommendations, and prepares draft budget for department events. Upon direction of the Department Chair, and in collaboration with department faculty, compiles, prepares, and submits requests for special events funding and specialized projects. Prepares and submits post-event reports as needed. Projects operating and personnel expenditures. Provides budget status reports as requested by the Chair. Addresses a wide range of problems which require interpreting policies and procedures. Uses ingenuity to compile and document information. Coordinates and works with individuals at all levels within the organization.

In collaboration with the Chair and any program coordinators who provide input to the Chair, the ASC develops and inputs curricular scheduling and evaluates enrollment data. Assists the Chair with preparation of course schedules, calendars, course descriptions, brochure copy; maintains accurate and detailed databases related to courses, schedules, and enrollments. Tracks, reviews, and revises all internal documents related to instruction; supports academic advising events and helps prepare materials related to academic instruction and programmatic outreach. Prepares, submits and monitors all lecturer contracts in compliance with CBA and CSU requirements and procedures.

Supports the day-to-day operating needs of the department. Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary to meet the needs of the department. Verifies accuracy of invoices for payment processing. Identifies supplies, equipment, and services needed. Organizes and maintains physical and electronic office files and records. Schedules and attends large meetings, activities, and events called by the Chair, prepares minutes or summary notes, and tracks action items. Handles travel arrangements for department faculty. Provides administrative support services for faculty recruitment. Serves as department timekeeper. Picks up and distributes employee paychecks on a monthly basis. Updates department web page and publications as needed.

Facilitates planning and arrangements of all department and public events. Coordinates arrangements for guest speakers, including air travel, car rental, hotel accommodations, and hospitality in accordance with CSU policies and procedures. Serves as SBGS liaison with the community and public at large.

Acts as lead for student assistants; in consultation with the Chair, determines the methods and procedures by which the student assistant work is to be accomplished; controls the workflow and establishes priorities and deadlines; assists in completing student assistant performance evaluations or verifies that they have been completed by direct supervisors.

Other Functions:

Performs 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:

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. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. 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:

Expertise in using office software systems and ability to use a broad range of technology, systems and packages. Exceptional customer service skills. Experience tracking budget and reconciling expenses. Possession of excellent oral and written communication skills and a strong commitment to serving students from diverse backgrounds as well as handling highly sensitive situations and personal interactions.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Experience working with diverse populations and in an academic setting preferred. Technical fluency in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; Hyperion or equivalent reporting tools; 25Live; intranet drives; and internet browsers. A strong commitment to serving students, with a proactive and positive attitude about assisting others.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• 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:
• or control over, cash, checks, credit cards, and/or credit card account information;
• responsibility or access/possession of building master or sub-master keys for building access; and
• 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.

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.

May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

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

There are components of this job which are deemed essential on campus. This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students. The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance. Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus. All community members who work or attend classes on campus should expect to participate in a random or periodic testing system. CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

BENEFITS INFORMATION:

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit CSU System Benefits. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information and to view the Schoonover Park photo gallery.

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.



To apply, visit https://careers.csumb.edu/en-us/job/503184/social-behavioral-global-studies-administrative-support-coordinator

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