Classification: Adminstrative Support Coordinator II
Department Name: Early Outreach & Support Pgms
Job Number: MB2018-CB2448
Under the direct supervision of the Senior Director of Early Outreach and Support Programs (EOSP), with ancillary direction from the Director of the College Support Programs (CSP), the Administrative Support Coordinator II (ASC) provides office support to the Senior Director and the Director of CSP and coordinates the full range of clerical and administrative functions that support the day-to-day operations of the department and its programs. The programs include: Center for College Readiness, Educational Opportunity Program, TRiO Student Support Services, College Assistance Migrant Program, Education Talent Search, Upward Bound, Imagine College, CA College Pathways Initiate, and GEAR-UP. The Administrative Services Coordinator supervises student assistants, assists with budget administration, reporting and documentation, performs financial reconciliation functions, coordinates special projects, and supports various interdepartmental work teams.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Coordinates and provides clerical and administrative support services for EOSP. Provides direct administrative support to Senior Director and the Director of CSP and other department Associate Directors and their administrative assistants as needed. Receives requests from students, faculty, staff and administrators, and the public at large; handles multiple requests from these constituencies. Answers and forwards, as necessary, inquiries pertaining to department/Corporation/University services, policies, and procedures. Schedules staff meetings, prepares agenda items, records minutes, and follows-up accordingly. Provides back-up assistance to all EOSP programs when needed.
Maintains and tracks department operating budget expenditures in a timely manner. Provides budget status reports as requested by the Senior Director. Works with and applies a wide range of University and Corporation policies and procedures. Prepares and processes purchase requisitions, reimbursements, travel, and other transactions as necessary to meeting the needs of the department.
Coordinates large scale, complex projects. Ensures that project needs are identified, detailed plans are outlined, projects are initiated and coordinated, and work is delegated or assigned.
Coordinates travel arrangements, transportation, lodging, conference registration, travel authorizations, and processes all travel and expense reimbursement requests. Provides logistical support for special events, as assigned, including communications, hospitality, facility reservations, and scheduling.
Establishes and maintains various data-tracking systems (physical and electronic) in order to fulfill reporting requirements. Maintains, organizes, assembles and/or summarizes information from office files or other sources for the Senior Director’s and the Director of the CSP use during appointments or meetings. Assists with the preparation of written materials. Prepares and distributes a variety of correspondence, reports, and other communications to the campus community and the center’s clients under supervision of the Senior Director and Director of CSP.
Researches information and prepares various University/Corporation personnel forms; maintains and submits attendance and absence reports for staff, as well as payroll documents.
Identifies supplies, materials, equipment, and services needed for the office and/or requested by the staff. Obtains appropriate approvals. Prepares and processes Purchase Requisition forms; receives and organizes supplies for storage and/or distribution; reviews and confirms accuracy of invoices for approval of payment and resolves any discrepancies accordingly. Submits Work Orders for office and equipment maintenance.
Trains and supervises student assistants; determines the methods and procedures by which student work is to be accomplished; completes Performance Evaluations or verifies that Performance Evaluations have been completed by direct supervisors. Runs monthly student timekeeping reports as needed for payroll processing.
Acts as building manager and building emergency coordinator. Responsible for building access, Work Order documentation and associated functions.
Perform other job-related duties and special projects as assigned.
Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Special Conditions of Employment:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive positon with responsibility for the care, safety and security of people (including children and minors), animals and CSU property; access to, or control over, cash, checks, credit cards, and/or credit card account information: responsibility or access/possession of building master or sub-master keys for building access: and control over campus business processes, either through functional roles or system security access.
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
May require occasional evenings and/or weekend work.
Compensation and Benefits:
Anticipated hiring salary in the mid $3,000’s/month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
TENTATIVERECRUITMENTTIMELINE: Week of July 30 Interviews
For full consideration, submit the required documents on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.
Quick Link for Job Posting: 4295
Internal Number: 4295
About California State University, Monterey Bay
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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