Skip to main content

This job has expired

Department Administrative Assistant

California State University, Los Angeles
California, United States
Salary Not specified
Date posted
Nov 27, 2023

Job Details

Department Administrative Assistant

Job No: 534133
Work Type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job No: 534133; 11/22/2023

Department Administrative Assistant
Administrative Support Assistant II
Department of Art

Salary Range: $3,338 - $4,913/Monthly (Budgeted Hiring Salary: $3,338/Monthly)

Work Schedule: Full-Time, Monday - Friday, 9:00 a.m. to 6:00 p.m.; temporary appointment, expires on or before one-year from date of hire; may become permanent; non-exempt classification.

Essential Functions: Under the general supervision of the Chair of the Art Department, the Department Administrative Assistant performs the assigned responsibilities for assisting a variety of administrative operations and functions of the department office and often serves as the initial contact for students, faculty, and visitors contacting the department. Incumbent supports all curricular, advisement, and registration activities in the department; provides clerical support for the Department Chair and faculty and assistance to other staff; plans and coordinates clerical work activities and provides lead work direction and/or training and assistance in work processes and procedures; responds to inquiries and provides creative solutions as needed; responsible for maintaining all graduate and undergraduate student files which include graduate applications, graduate degree programs, undergraduate program plans and worksheets, for processing degree checks and updating GET student records to reflect approved program changes and course substitutions, and for processing of related forms and coordination of screenings and reviews for graduate students. The Department Administrative Assistant ensures that both graduate and undergraduate students are informed of program requirements, sets up advising appointments, and issues permits as needed. The incumbent serves as the attendance clerk for the Art Department, completing monthly attendance reports for Payroll. Incumbent assists Department Coordinator as necessary and performs other related tasks as assigned. Additional tasks may include, distributing payroll checks; distributing department mail; informing faculty, staff and students about university, college and department policies; organizing and, distributing Student Opinion Surveys; notifying students about course offerings, course cancellations, and department activities; reserving classrooms for department events; posting contact information for faculty, including email, office hours, and class schedule; and responding to correspondence and emails from students and prospective students who request information about undergraduate and graduate program, course offerings and positions available. Preferred ability to assist in maintenance of the department website and social media.

Required Qualifications & Experience: Equivalent to two years of general office experience, which included providing work direction or acting as a lead to lower-level staff. Ability to independently handle multiple work unit priorities and projects; knowledge of office systems and ability to use a broader range of technology, systems, and packages; ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform basic arithmetic calculations; must be detail-oriented, establish and maintain effective working relationships with others; respond to routine inquiries and be able to explain standard policies and procedures to others. Ability to effectively communicate verbally and in writing; ability to effectively handle a broad range of interpersonal contacts, including those sensitive in nature. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: A bachelor's degree from an accredited four-year college or university; familiarity with university administrative processes and procedures pertaining to an academic department.

Closing Date: Review of applications will begin on 12/6/2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

Advertised: Nov 22, 2023 (9:00 AM)
Application closes: Open until filled

To apply, visit


CSU LA [square]

Cal State LA is the premier comprehensive public university in the heart of Los Angeles and is dedicated to engagement, service, and the public good. We are ranked number one in the United States for the upward mobility of our students.

The University is a federally designated Hispanic-Serving Institution, Minority-Serving Institution, and Asian American and Native American Pacific Islander-Serving Institution.

Cal State LA transforms lives and fosters thriving communities across greater Los Angeles. We cultivate and amplify our students' unique talents, diverse life experiences, and intellect through engaged teaching, learning, scholarship, research, and public service that support their overall success, well-being, and the greater good.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert