AACE Receptionist - Administrative Support Assistant II

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,505.00/month to $3,856.00 /month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Receptionist is the primary position responsible for front-office support for Academic Advising and Career Education and the PACE Program. They maintain the appearance and conduct of the front office, provides training and support to reception staff (including student workers), and participates in the hiring and supervision of student workers. They greet and direct visitors, manage the telephone system and appointment process, ensure that requests are routed to the appropriate person, and maintain the appearance of the entire front "waiting room" and "computer room" area of the office.

The Receptionist may participate in record keeping and paperwork for the PACE Program, an accelerated degree program for working adults, which the PACE Coordinator oversees.

In addition, the Receptionist provides oversight for a variety of informational areas, including maintaining bulletin boards, resource library, and materials for scholarship information, internship information, and other related areas.

Hours for this position are Monday through Friday, 9:00 a.m. to 6:00 p.m.

Responsibilities

FRONT OFFICE AND DAILY OPERATION

• Open office promptly in the mornings.
• Prioritize daily work tasks, taking into consideration any routine and/or special needs or special programs.
• Answer telephones, retrieve voice mail/electronic messages, take messages and provide correct and appropriate information.
• Refer students as needed to staff members or other University resources.
• Assist Office Manager with coordination of student employee hiring, training, and scheduling.
• Greet, refer and assist students and schedule appointments as same-day (emergency) or pre-scheduled appointments.
• Provide information and educate students on office services and programs, including all aspects of the online career management system (Handshake) and the Academic Advisement Report (Degree Audit).
• Maintain and update a front desk policy and procedures manual and student assistant manual; communicate up-to-date information to student workers.
• Maintain (reorder, reprint, renew as necessary) materials available to students in the office (library materials, pamphlets, flyers, etc.).
• Make copies, send emails, distribute mail, and handle miscellaneous departmental paperwork.
• Maintain the appearance and functionality of the office.
• Monitor front office supplies, determine supplies needed, and provide Office Manager with recommendations for ordering supplies.

SPECIAL PROGRAMS

Work closely with Office Manager/Events Coordinator on projects and activities. Participate in, help plan for, and assist with all MCE special programs including career fairs, orientations, workshops, and information sessions. Complete other duties as directed by MCE Director.

STAFF AND SOFTWARE SUPPORT

Support office career management information system (Handshake) by verifying students, creating alumni accounts, entering data, running reports, and setting up and maintaining workshop calendars. Support office calendar management information system (Bay Advisor) by keeping track of appointments, blocking time for specific events, assisting counselors with managing their appointments.

Required Qualifications

Ability to: quickly and accurately develop, retain, interpret, and apply comprehensive knowledge about CSU/CSUEB advising/career resources; professionally and effectively interact with colleagues; deal patiently with problems and complaints; learn and use administrative computing system(s), instant messaging, document imaging programs, web-based information resources, and MS & G-Suite Office applications; organize and plan work projects including handling multiple priorities.

Excellent grammar, spelling, and punctuation; knowledge of Microsoft Office Suite (Excel, MS Word, and Outlook); know how to use different types of computer equipment (e.g., PCs, printers, scanners); ability to effectively and professionally interact with a diverse student, faculty, staff and community.

Must be able to lift up to 25 pounds.

Minimum Qualifications

Requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Preferred Skills and Knowledge

• Experience working in a student-facing capacity on a college campus.
• Minimum 2 years of experience in an office setting or a combination of training, education, and work experience.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

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@csueastbay.edu .

Advertised: July 26, 2022 (6:35 PM) Pacific Daylight Time
Applications close: