Office Assistant - Personal Growth and Counseling Center

Office Assistant - Personal Growth and Counseling Center

Job no: 518720
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Temporary, Full Time, Student Services

Classification: Administrative Support Assistant II
Anticipated Hiring Salary: Low to mid $3,000's per month
CSU Salary Schedule
Hours: Full-time / 40 hours per week -

Temporary position through May 31, 2023, with potential of renewal based on budget and/or operational needs.

FLSA: Non-exempt

Priority Screening Date: September 15, 2022
Recruitment Status: Open Until Filled

ABOUT CSUMB

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 Senior Director of Health & Wellness Services and day-to-day work direction of the Clinical Lead Counselors and Office Coordinator the Administrative Supports Assistant performs a full range of moderate to complex office and clerical assignments in support of the day-to-day operations of Personal Growth & Counseling Center (PGCC). The Administrative Assistant supports the Counselor Faculty, Interns, Trainees, Psychiatrist, and Health Educators. Coordinates with other departments and/or off-campus entities to promote.

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

1. Assist at the PGCC front desk providing support to students. Assists in the timely and accurate coordination and implementation of PGCC office procedures. Uses judgment and discretion in processing of confidential materials, which includes electronic, clerical, record keeping, and administrative-support tasks in support of the infrastructure and daily operations in the PGCC office.
2. Provides general support to faculty counselor and interns. Provides receptionist services: responds professionally and effectively in person, via telephone, and to email or website inquiries from students, faculty, staff and community members about PGCC services; resolves questions and refers complex or unresolved issues to lead counselors and supervisor as needed; schedules in various calendars via Google and Titanium Scheduling Software; monitors the department's email and voice mail accounts.

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:

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.

PREFERRED QUALIFICATIONS:

Technical fluency with Microsoft Office Professional Suite, Titanium and Google mail and calendaring programs. General knowledge of: the California Education Code, the State and Federal regulations regarding mental health issues and policies, Sections 504 and 508 of the Rehabilitation Act, the Americans with Disabilities Act, HIPAA and FERPA.

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 Personal Growth & Counseling Center (PGCC). The Administrative Assistant supports the Counselor Faculty, Interns, Trainees, Psychiatrist, and Health Educators. Coordinates with other departments and/or off-campus entities to promote.
  
  ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  
  1. Assist at the PGCC front desk providing support to students. Assists in the timely and accurate coordination and implementation of PGCC office procedures. Uses judgment and discretion in processing of confidential materials, which includes electronic, clerical, record keeping, and administrative-support tasks in support of the infrastructure and daily operations in the PGCC office.
  2. Provides general support to faculty counselor and interns. Provides receptionist services: responds professionally and effectively in person, via telephone, and to email or website inquiries from students, faculty, staff and community members about PGCC services; resolves questions and refers complex or unresolved issues to lead counselors and supervisor as needed; schedules in various calendars via Google and Titanium Scheduling Software; monitors the department's email and voice mail accounts.
  
  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:
  
  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.
  
  PREFERRED QUALIFICATIONS:
  
  Technical fluency with Microsoft Office Professional Suite, Titanium and Google mail and calendaring programs. General knowledge of: the California Education Code, the State and Federal regulations regarding mental health issues and policies, Sections 504 and 508 of the Rehabilitation Act, the Americans with Disabilities Act, HIPAA and FERPA.
  
  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 is designated as a sensitive position with access to, 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.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  
  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.
  
  The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
  
  Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
  
  BENEFITS/PERKS:
  
  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, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.
  
  APPLICATION PROCEDURE:
  
  For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. 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 or emailuniversitypersonnel@csumb.edu. 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 federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.
  
  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/518720/office-assistant-personal-growth-and-counseling-center
  
  
  
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