Administrative Assistant, Upward Bound
Administrative Support II
Early Outreach & Support Pgms
Open Until Filled.
Priority Screening Date:
This is a full-time (40hrs/week) benefited position renewable
annually based on continued funding.
The University Corporation at Monterey Bay is a non-profit
institution that is related and affiliated to the California State
University, Monterey Bay. The Corporation is a nonprofit 501© (3)
public benefit corporation that is a recognized auxiliary
organization of California State University and was established in
July 1994. The Corporation's mission is to further the educational
purposes of the University. The University Corporation at Monterey
Bay is an equal opportunity employer and committed to building a
pluralistic university by hiring personnel with competencies and
experience related to the regional and State population. The
Corporation is committed to a standard of excellence in the
services it provides and in the quality of work expected of its
TRIO Upward Bound (UB) is a
federally funded program designed to increase the college
participation of low-income and potential first-generation
college-bound students. TRiO UB is designed to encourage
participants to complete high school and continue their education
at the post-secondary level by offering academic support,
informational workshops, guidance, motivation and advocacy to
program participants, their parents and target schools. The program
provides required and permissible services as expressed in federal
legislation/regulations. CSUMB is proud to host two TRiO Upward
Bound (UB) grants, supporting 4 high schools in Monterey and Santa
The programs consist of an Associate Director, two Educational
Advising Specialists, an Administrative Assistant person, and a
team of undergraduate student Educational Advising Assistants,
Mentors, and Tutors. As part of the Pre-College Programs TRiO UB
and other educational equity programs provide the campus and target
schools with retention and support services for participants.
The Administrative Assistant
position is responsible for representing CSUMB Upward Bound within
Cal State Monterey Bay and community partners. The Administrative
Assistant performs a variety of moderate to complex clerical
assignments in support of the day-to-day of two federally funded
TRiO Upward Bound grants, along with programmatic support during
the academic school year. During the summer, the Administrative
Assistant will be responsible for coordinating the Summer Melt
component of a six-week residential program.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not
limited to, the following:
- Coordinates and prepares travel arrangements for staff and
project participants; processes various travel documents to include
travel requests, registration payments, reservations for
transportation, travel advances, and expense claims.
- Composes correspondence, reports, and other documents as
requested; establish and maintain a complex system of files and
records for both physical and electronic materials.
- Assists in the development of brochures, flyers, and
informational materials regarding programming and activities.
- Assists the Associate Director in tracking two federally funded
TRiO Upward Bound budget expenditures; assists in the preparation
of official documents related to personnel, budget, new and
supplemental grant opportunities, and program performance.
- Develops and coordinates the entire clerical and administrative
support functions for two federally funded TRiO Upward Bound
grants. Determines the methods, processes, and procedures by which
the clerical work is to be accomplished; controls the workflow, and
establishes priorities and deadlines. Communicates policies and
procedures to all applicants and families.
- Work closely with Associate Director to recruit, hire,
supervise, and evaluate UB Student Office Assistant
- Assist with organizing social, cultural, and recreational
activities and field trips during the academic year and summer,
including college visits & co-curricular workshops.
- Assists with the coordination of a six-week Summer Program for
participants and staff; reserves classrooms, communicates and
processes appropriate paperwork for community members and
organizations, works closely with CSUMB University Corporation to
create appropriate agreements, orders necessary materials for
participants and staff, coordinates logistics field trips and
Southern California College Tour, coordinates with Conference and
Events to ensure sufficient room and board.
- Develops and executes Summer Melt workshops including
supervision of the Summer Melt Student Assistant with guidance from
the Associate Director
- Identifies and orders supplies, materials, equipment, and
services for the office and target schools; maintains inventory of
office supplies and equipment; organizes supplies for storage
- Prepares and processes various purchasing forms to include, but
not limited to, Purchase Requisition, Reimbursement, and Payment
Request forms; reviews and confirms the accuracy of invoices for
approval of payment.
- Handles sensitive and/or confidential documents and information
where judgment and discretion are essential.
- Ensures confidentiality of all program and staff records and
other sensitive information.
- Assists in the supervision of student assistants and Office
- Ability to understand and interpret federal regulations and
legislation and ensure project compliance.
PHYSICAL WORK ENVIRONMENT:
- Performs other duties as assigned by the Associate Director and
Director of Pre-College Programs
- Promotes and maintains an atmosphere of excellent internal and
external customer service within the program and campus
- Coordinates with other EOSP Pre-college and College Support
programs on events that benefit the UB and CSUMB mission.
The physical demands described here are
representative of those that must be met by an employee to
successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions. Primary functions
require sufficient physical ability and mobility to work in an
office setting; to stand or sit for prolonged periods of time; to
occasionally stoop, bend, kneel, crouch, reach, and twist; to lift,
carry, push, and/or pull light to moderate amounts of weight; to
operate office equipment requiring repetitive hand movement and
fine coordination including use of a computer keyboard; to verbally
communicate to exchange information; and to occasionally travel to
other offices or locations to attend meetings or to pick up or
deliver materials. This position requires working on campus with
students, staff, and faculty. The health and safety of our
students, faculty, and staff remain our highest priority. In the
fall, students, faculty, staff, and the community can expect that
masks will be encouraged and that the appropriate degree of social
distancing will be in place in all areas based on evolving
guidance. Additionally, all students, faculty, and staff are
encouraged to be vaccinated before coming to campus. CSUMB will
communicate more information about vaccination requirements and
testing protocols when the details become available. Corporation
employees will be required to provide their vaccination status
through an online portal.
Knowledge, Skills and Abilities:
Thorough knowledge of correct English grammar, spelling, and
punctuation. Knowledge of modern office procedures and practices.
General working knowledge of applicable university infrastructure,
policies, and procedures. Fluency in using standard MS Office
software suites with proficient to advanced knowledge of Excel.
Ability to learn, interpret independently, and apply a variety of
complex policies and procedures. Able to identify deviations from
applicable policies. Ability to apply independent judgment,
discretion, and initiative to address problems and develop
practical, thorough and, at times, creative solutions. Ability to
schedule and distribute work assignments based on shifting
priorities. Ability to perform standard arithmetic functions of a
transactional nature, including tracking and comparing data.
Knowledge and ability to perform clerical and database work
involving independent judgment, accuracy, and speed. Ability to
analyze databases and prepare statistical reports; ability to
create project schedules, flow charts, and statistical charts;
ability to screen telephone calls; visitors, and mail; ability to
create and keep complex records, invoices, purchase orders and
budgets. Requires active problem solving and effective
interpersonal skills. Ability to read and write at a level
appropriate to the duties of the position. Ability to understand,
interpret, and communicate procedures, policies, information, ideas
and instructions. Ability to understand and input data for use in
budgeting and databases. Ability to establish and maintain
cooperative working relationships within a diverse, multicultural
Bachelor’s degree in Education, Social Sciences, College Student
Personnel or closely related field or equivalent experience.
Demonstrated progressively responsible general
clerical/receptionist experience that has provided the applicant
with the knowledge and abilities listed above. Experience working
with low-income, first-generation college-bound students;
experience working with high school students from diverse
Bilingual and biliterate in English and Spanish. Proficiency with
both PC and Mac, CMS PeopleSoft, People Software 25Live , CFS, MS
Access, Photoshop, and social media applications. Previous
experience coordinating travel and procurement procedures. Desktop
publishing experience extremely helpful. Highly desirable:
Demonstrated understanding of and commitment to the CSUMB Vision
Statement and the core values of mutual respect, collaboration and
service orientation, multiculturalism and diversity, community
service and institutional excellence. Demonstrate a strong
commitment to customer service, with a proactive and positive
attitude toward assisting others. Experience working with a diverse
and multicultural population and performing community
Special Conditions of Employment:
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.
A background check (including a criminal records check) must be
completed satisfactorily before any candidate can be offered a
position with the University Corporation. Failure to satisfactorily
complete the background check may affect the application status of
applicants or continued employment of current University
Corporation employees who apply for the position.
The University Corporation at Monterey Bay is an Affirmative
Action/Equal Opportunity Employer. We consider qualified applicants
for employment without regard to race, religion, color, national
origin, ancestry, age, sex, gender, gender identity, gender
expression, sexual orientation, genetic information, medical
condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S. This
position is required to maintain confidentiality as outlined in the
Department of Education’s Family Educational Rights and Privacy Act
(FERPA) and California’s Educational Code Chapter 13 regarding
sensitive student issues.
Please note: University Corporation employment is separate and
distinct from CSU Monterey Bay or State of California employment.
University Corporation employees are not employees of either CSUMB
or of the state of California.
All employees must be eligible for employment in the U.S.
University Corporation at Monterey Bay positions are “at-will”
The CSU will require faculty, staff, and students who are accessing
campus facilities to be immunized against COVID-19 or have a
qualified exemption. This requirement will be effective at the
beginning of the Fall 2021 term. The systemwide policy is currently
under development. Selected candidates should be prepared to comply
with this requirement. Questions can be sent to:
Compensation and Benefits:
The University Corporation is committed to providing our employees
with a comprehensive program that rewards efforts that are
appreciated by your colleagues, students, and the customers we
serve. The hourly range for this position is
per hour. This is a non-exempt position and
as such is eligible for the overtime provisions of the Fair Labor
Standards Act. Benefits include medical, dental, vision and life
insurance benefits, contributory retirement plan, TSA (403b), 13
paid holidays per year and other benefits.
Corporation at Monterey Bay positions are at-will employment.
The University Corporation at Monterey Bay also provides access to
affordable campus housing: https://csumb.edu/corporation/employee-housing
Although CSUMB is located in a high-cost housing area, Schoonover
Park rental homes are affordably priced. Monthly rent rates include
cable television, garbage service, and sewer. Convenient
floorplans, attractive interior appointments, and numerous
community amenities make Schoonover Park Rental Homes an
exceptional value. Schoonover Park is near the main campus, yet a
tranquil world away. The community lies nestled in the secluded
beauty of rolling coastal hills three miles east of campus. Living
in one of the most desirable areas of California, you will enjoy
the natural splendor and cultural abundance of the Monterey
Peninsula. Quality of life begins with your home in Schoonover
Park, and extends through every aspect of your California coastal
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6586
A completed online application and resume must be received by the
University Corporation Human Resources by 5:00 p.m. on the priority
screen date listed above to be guaranteed a review. Application
submissions received after the application screening date will be
reviewed at the discretion of the Corporation.
For assistance or if you require an accommodation, please call
(831) 582-3389, or TTD (800) 735 2929. For computer/online access
you may visit the Tanimura & Antle Family Memorial Library
(map) or our Student Service Center - first floor ( map). For
additional campus information visit CSUMB.edu. For information
regarding the University Corporation visit https://csumb.edu/corporation/
The University Corporation is not a sponsoring agency for any
The Corporation hires only individuals lawfully authorized to work
in the United States and is an E-Verify employer. 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, California Education Code
section 67380, and the Higher Education Opportunity Act (HEOA), the
Cal State University, Monterey Bay Annual Security and Fire Safety
Report is available at https://csumb.edu/clery.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation 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