Administrative Support Assistant II

Administrative Support Assistant II

Job no: 520538
Work type: Staff
Location: Humboldt
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)





Administrative Support Assistant II

Departments of Native American Studies and Critical Race, Gender & Sexuality Studies

and CAHSS Place-Based Learning Communities

Job #520538
Close Date: Wednesday, December 14, 2022

(Job #) Administrative Support Assistant II, $3338-$4913 monthly. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Departments of Native American Studies and Critical Race, Gender & Sexuality Studies. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Now is an exciting time to join the Departments of Native American Studies, Critical Race, Gender & Sexuality Studies and the CAHSS Place-Based Learning Communities as we transition to Cal Poly Humboldt! Cal Poly Humboldt has been named the state's third polytechnic institution and the first in Northern California. Backed by a historic state investment, we're adding in-demand new academic programs, building new facilities, and growing our enrollment. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Position Summary: Receiving lead work direction from the Department Chairs as well as the Academic Support Coordinator for CRGS and NAS and Program Coordinator for the Place Based Learning Communities in the College of Arts, Humanities, and Social Sciences, and general supervision from the Dean of the College of Arts, Humanities & Social Sciences, the incumbent is responsible for administrative and clerical support of the Departments of Critical Race, Gender & Sexuality Studies (CRGS) and Native American Studies (NAS) along with the Place Based Learning Communities (PBLC) in the College of Arts, Humanities and Social Sciences, with particular emphasis in the areas of office support and department and program support.

Key Responsibilities:

Office Clerical Support

Provides general office and clerical support for the Department Office and CAHSS Place Based Learning Communities

• Performs reception duties, interacting directly with students, faculty, staff, and visitors.
• Greets visitors, answers phones, directs calls, and routes voice, electronic, and hard-copy messages.
• Conducts routine tasks, including filing, photocopying, scanning, shredding documents, and maintaining and managing bulletin boards and information displays necessary for operation of department office.
• Processes mail, routes, and delivers forms and documents to appropriate offices.
• Monitors department/program and PBLC email inbox(s) and processes and forwards emails as appropriate.
• Ensures that necessary office equipment is maintained and operational, and trains and assists users.
• Creates and maintains department/program forms, lists, and informational material.
• Creates spreadsheets, tables, charts, letters, memos, signage, and other documents in support of office, department, and program requirements.
• Assists with coordination and publicizing of department/program and special events (graduation receptions, visiting lecturer presentations, department retreats) and information of interest to students, faculty, staff, prospective students, alumni, applicants, etc., as directed by ASC & Department Chairs.
• Assists with tracking, monitoring, stocking and distributing supplies and equipment as needed and in alignment with CSU and department guidelines.
• Assists ASC with performing administrative actions required to recruit and appoint office Student Assistants.
• Assists ASC with training, providing detailed instructions and work assignments, setting deadlines and priorities, and monitoring completion of work of office student assistants.
• Assists ASC with collection and processing of payroll/monthly time vouchers.
• Assists ASC with facility maintenance and repairs, submitting work requests as needed and preparing locking plans for department facilities.
• Assists ASC with organizing and coordinating a variety of department and committee meetings as requested by the Department Chairs.
• Assists ASC with maintaining the department and PBLC websites working with the Department Chairs, College, MarCom and ITS as appropriate.
• Attends department/program meetings and assists with ensuring minutes are recorded in a timely fashion as requested.
• Performs other support duties as needed and assigned by the ASC & Department Chairs to facilitate a supportive and effective administrative office.

Program Administrative Support

Provides support to faculty, staff and students in the department/program

• Maintains current knowledge of where to find and how to respond to questions regarding a variety of university, college and department policies, procedures, and practices as well as department curriculum, facilities, events to students, faculty, staff and the public.
• Assists ASC with student registration, course permission numbers, and add/drop process for courses requiring department approval.
• Distributes information to students and visitors regarding major and minor options and directs visitors to appropriate resources regarding contract requirements for the majors and minors.
• Oversees processing of student major and advisor changes, incomplete, and grade change forms.
• Assigns faculty advisors to major students and reviews advising rosters to ensure all majors have assigned advisors.
• Assists faculty with completion of field trip forms and requirements for departments and PBLCs, entering field trip data into PeopleSoft, generates field trip checklists, and assists faculty in monitoring completion of release of liability waivers for field trip participants.
• Assists ASC in processing documents and records for faculty searches and appointments, program review, course scheduling, and other tasks and projects as needed.
• Maintains department syllabi files.
• Coordinates distribution of department materials (prospective students, alumni, job searches, etc.) as necessary, working with the Admissions, Alumni Relations, Marketing and Communications, and Distribution Services offices.
• Supports department/program in program review process, assessment, accreditation, and ongoing student recruitment efforts as requested.
• Performs other support duties as needed and assigned by the ASC & Department Chairs to support the department/program.

Knowledge, Skills, and Abilities Associated with this Position Include:

Demonstrated knowledge of:

• English grammar, punctuation, and spelling.
• Office methods, procedures, and practices.
• Basic business mathematics.

Demonstrated ability to:

• Work as the front-line contact for the Department, interacting with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Clearly communicate orally and in writing and effectively present standard information.
• Perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Learn, interpret independently, and apply a variety of complex policies and procedures, and identify deviations from applicable policies and procedures.
• Plan, organize, and coordinate day-to-day activities.
• Multi-task, prioritize work, tolerate frequent interruptions and meet various deadlines.
• Understand, interpret, and communicate policies, procedures, information, ideas, and instructions.
• Process sensitive and confidential information in a responsible and professional manner.

Minimum Qualifications:

• High school diploma or equivalent degree and demonstrative some progressively responsible administrative support experience which has provided the incumbent with the knowledge, special skills, and abilities required of the position.
• Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required to perform job duties effectively.

Preferred Qualifications:

• College degree and two years of progressively responsible administrative and clerical experience including experience in an academic office and educational setting with a diverse student population; working knowledge of PeopleSoft Campus Solutions, Oracle Business Intelligence, Drupal, social media platforms, 25Live, Google programs, publishing and design software, or other software used by the campus; recent demonstrated experience within the university system; and demonstrated customer service.
• The incumbent will demonstrate an interest in social justice and a basic understanding of important concepts, such as privilege, systemic racism, equity, marginalization & resistance.

Application Procedure: To apply, qualified candidates must electronically submit the following materials via PageUp:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:59 p.m. on Wednesday, December 14, 2022.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.



Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. 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 Poly Humboldt Annual Security Report is available at: https://clery.humboldt.edu/content/annual-security-reports.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent off of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1032
Publication Date: November 29, 2022







Advertised: 29 Nov 2022 Pacific Daylight Time
Application Closes: 14 Dec 2022 Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/520538/administrative-support-assistant-ii

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