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Administrative Support Assistant

California State University, Los Angeles
California, United States
Salary Not specified
Date posted
Apr 10, 2024

Job Details

Administrative Support Assistant

Job No: 535922
Work Type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job No: 535922; 2/08/2024

Administrative Support Assistant II

Salary Range: $3,505 - $5,159/Monthly

Work Schedule: Full-Time, Monday - Friday, hours to be arranged.; non-exempt classification.

Essential Functions: Under the general supervision of the Department Chair the Administrative Support Assistant will provide general office and clerical support for students, faculty, and staff. The full range of work activities includes: maintaining files and records; processing standard and electronic mail received at the department office; staffing the department's front desk during regular business hours; answering phone calls to the department office; photocopying and collating course material for faculty and department as needed; assessing office supply inventory needs; using and maintaining office support technology packages including Microsoft Office package software and GET (PeopleSoft); assisting undergraduate and graduate students by responding to requests for information for the undergraduate and graduate programs; scheduling and arranging appointments including reminders; keeping track of faculty office hours; processing of documents and records; information gathering and analysis; and preparing various reports as assigned by the administrative support coordinator or department chair. In addition to these general duties, the incumbent will: maintain electronic and hardcopies of the department's course syllabi files and help faculty, if necessary, with the textbook adoption process; process room requests for departmental special events, facilities requests, and key requests for faculty and staff affiliated with the department; solicit and post faculty office hours for each academic term; assist the department coordinator in identifying available rooms when faculty request classroom changes or space for special class events; create and maintain student files; answer prospective student queries regarding deadlines, forms, financial assistance, international programs; refer students to appropriate departments and offices; enter permits for all students on GET and help with late adds and drops, petitions, reinstatements, academic renewals and appeals; maintain the hallway bulletin boards and webpages (website) and other platforms related to the History Department; inform students of departmental events, course offerings, workshops, deadlines, and policies; assist with departmental newsletters; assist the Department Chair with compiling data related to the graduate and the undergraduate program; answer the phones at the History Department; assist students and faculty at the front counter of the History Department; respond to student queries regarding current academic status by supplying appropriate information or refer them to responsible persons; generate and maintain graduate program files; assist the department coordinator with the processing of faculty travel forms; and work closely with a variety of student offices and/or departments, such as the Registrar's Office and the Advisement offices with regard to student records and program requirements, such as grade changes and enrollment issues.

Required Qualifications & Experience: Two years of full-time general office experience, which included providing work direction or acting as a lead. Knowledge of MS Office; experience with website editing; and experience with use of electronic and voice mail in a professional office setting. Incumbent must have a thorough knowledge of office methods, procedures, and practices; thorough knowledge of English, grammar, punctuation, and spelling; and excellent oral and written communication skills. Incumbent must be self-motivated with the ability to: work independently; learn, interpret and apply a variety of complex policies and procedures; identify deviations from applicable policies; use computer technology to access data, maintain records, generate reports and communicate with others; interact in a supportive manner with varying levels of faculty, staff, students, and members of the general public. 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: Experience with academic program support. Knowledge of University academic and fiscal policies. Familiarity with GET (PeopleSoft), Drupal, and Adobe (including AdobeSign and editing functions in Adobe Acrobat). Familiarity with room-scheduling software (Ad Astra). General working knowledge of university infrastructure, policies and procedures.

Closing Date: Review of applications will begin on February 22, 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 08, 2024 (9:00 AM)
Application closes: Open until filled

To apply, visit


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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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