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Administrative Assistant - Only current state staff on-campus may apply.

California State University, Los Angeles
California, United States
Salary Not specified
Date posted
Feb 29, 2024

Job Details

Administrative Assistant - Only current state staff on-campus may apply.

Job No: 536693
Work Type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

As part of our equity and diversity commitment and continuing effort to offer career ladder opportunities to our employees, the following position is being offered as a promotional recruitment effort. Only current state staff on-campus may apply.

Job No: 536693; 02/29/2024

Administrative Assistant
Administrative Support Coordinator I
Dreamers Resource Center

Salary Range: $3,680 - $5,783/Monthly (Budgeted Hiring Salary Range: $3,680 - $3,750/Monthly)

Work Schedule: Full-Time, Monday - Thursday, 9:00 a.m. to 6:00 p.m. & Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions: Under general supervision of the Director, the Administrative Assistant will assist in the day-to-day operations and administration of the office. Responsibilities include: serves as the administrative assistant to the Director by scheduling and coordinating appointments and meetings. Develops agendas and takes minutes for assigned meetings; provides the Director with essential support in the coordination, implementation, and evaluation of specialized projects; use critical thinking, reasoning, and prioritization to address a wide range of unique problems and interactions with university students, faculty, staff, and external constituents; serves as on the division administrative assistants' group and attends monthly meetings; arranges travel and accommodations for staff as necessary, including preparing travel cost estimates, requests for travel and travel expense claim forms; coordinates DACA renewal fee disbursement application process for undocumented students; tracks availability of checks and initiates new requisitions in consultation with University Advancement; independently screens each student's circumstances to connect them with appropriate on-campus legal support or directly advance them to fee application process; maintains communication with applicants as they await check disbursement and follows-up with students to ensure checks are cashed prior to expiration; tracks and reconciles the endowment that provides DACA support providing the DRC director with timely updates on the financial status of disbursements to support long-term planning and viability of program; gathers and analyzes data to determine impact on undocumented students; perform budgetary functions, including monitoring expenditures by categories and accounts, ad hoc budgetary analysis reports, and coordinating quarterly financial assessments; provide general oversight of student assistants and serves as timekeeper for the department; reserves event venues and requests catering orders as needed; drafts and reviews a wide variety of documents, including, but not limited to, correspondence, reports, flyers, and brochures; composes general correspondence and drafts text that may be used to update and enhance websites and other promotional materials. Under the general direction of the DRC Coordinator, the incumbent will assist with coordinating special events, workshops, and UndocuALLY Trainings. The incumbent may also lead presentations hosted by the DRC. This position will assist with the development and implementation of program learning outcomes, assessment, and evaluation processes. They will also assist in the preparation of oral and written reports. Create and maintains databases, confirms attendance for events, and other duties as assigned.

Required Qualifications & Experience: Equivalent to three years of general office experience, which includes providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Thorough knowledge of office methods, procedures, and practices. Fluency in using standard office software packages such as Microsoft Office Suite. Thorough knowledge of English grammar, punctuation, and spelling. Comprehensive knowledge of applicable university infrastructure, policies, and procedures. Ability to: learn, interpret independently, and apply a variety of complex policies and procedure; independently handle multiple work unit priorities and projects; perform standard arithmetic functions of transactional nature, including tracking and comparing data. Familiarity with current local, state, and federal laws affecting undocumented students. Familiarity with community-based resources and opportunities available to undocumented students. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Demonstrated ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and 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, and experience with delivering student services in a university setting.

Closing Date: Review of applications will begin on 3/14/2024 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: Feb 29, 2024 (9:00 AM)
Application closes: Open until filled

To apply, visit


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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.

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