Administrative Assistant, Upward Bound

Administrative Assistant, Upward Bound

Classification: Administrative Support II
Department Name: Early Outreach & Support Pgms
Job Number: FP2021-743
Status: Open Until Filled.
Priority Screening Date: 10/20/2021
Recruitment Status:

Position Description:
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 employees.

PROGRAM DESCRIPTION: 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 Cruz counties.
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.

POSITION SUMMARY: 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:

1. 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.
2. Composes correspondence, reports, and other documents as requested; establish and maintain a complex system of files and records for both physical and electronic materials.
3. Assists in the development of brochures, flyers, and informational materials regarding programming and activities.
4. 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.
5. 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.
6. Work closely with Associate Director to recruit, hire, supervise, and evaluate UB Student Office Assistant
7. Assist with organizing social, cultural, and recreational activities and field trips during the academic year and summer, including college visits & co-curricular workshops.
8. 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.
9. Develops and executes Summer Melt workshops including supervision of the Summer Melt Student Assistant with guidance from the Associate Director
10. 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 and/or distribution.
11. 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.
12. Handles sensitive and/or confidential documents and information where judgment and discretion are essential.
13. Ensures confidentiality of all program and staff records and other sensitive information.
14. Assists in the supervision of student assistants and Office Assistant.
15. Ability to understand and interpret federal regulations and legislation and ensure project compliance.
    
    

Other Functions:

1. Performs other duties as assigned by the Associate Director and Director of Pre-College Programs
2. Promotes and maintains an atmosphere of excellent internal and external customer service within the program and campus community.
3. Coordinates with other EOSP Pre-college and College Support programs on events that benefit the UB and CSUMB mission.

PHYSICAL WORK ENVIRONMENT:

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 environment.

Minimum Qualifications:
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 backgrounds.

Specialized Skills:


Preferred Qualifications:
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 service.

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” employment.
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: hr_corporation@csumb.edu.

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 $21.00 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. University 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 lifestyle.

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 positions.
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 disability.

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