COAST Program Assistant

Location
Seaside, California
Posted
May 04, 2017
Ref
MB2017-CB2311
Institution Type
Four-Year Institution

COAST Program Assistant

(Administrative Support Assistant II)

MB2017-CA2311

Apply Today!  Open until filled.  Application Screening Begins on Thursday, June 1, 2017 This position is intermittent and temporary.

PURPOSE:

Under the general supervision of the Director of the CSU Council on Ocean Affairs, Science & Technology (COAST) and the day-to-day direction of the COAST Coordinator, the incumbent supports select aspects of COAST programs and projects. Specifically, the COAST Program Assistant provides office support for existing programs and initiatives, supports communications at multiple levels, and provides administrative support to the Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Provide support for existing student award programs (Graduate Student Research Awards, Undergraduate Student Research Support, Student Summer Internships, Student Travel Awards, and Scholars in Training Pilot Programs). 
  • Organize applications and reviews and respond to inquiries in consultation with the Coordinator. 
  • Gather and maintain data related to individual awards, including but not limited to reports from awardees and internship evaluations.
  • Assist with preparation of information for fund transfers.
  • Prepare data for entry into database and website.
  1. Provide support for existing faculty award programs (Grant Development, Strategic Investment, Rapid Response Funding, Seminar Speaker Series, and Short Course, Workshop and Symposia Funding Programs).
  • Organize proposals and reviews in consultation with the Coordinator.
  • Assist with awardee progress report tracking.
  • Assist with preparation of information for fund transfers.
  • Prepare data for entry into database and website.
  1. Assist in the planning, organization and execution of COAST meetings and special events.
  • Assist in scheduling of meetings. 
  • Summarize monthly Executive Committee calls.
  • Assist in production of electronic and printed materials (invitations, flyers, handouts and abstract booklets).
  • Assist in processing payment requests and travel reimbursements associated with events.
  1. Website content and social media presence and engagement
  • Curate engaging content that is marine, coastal, watershed or climate related or otherwise relevant to COAST and/or the CSU for posting on COAST website and social media platforms.
  • Regularly post content on social media platforms (e.g., Facebook, Twitter Instagram).
  • Engage social media specialists throughout the CSU to maximize reach.
  • Analyze responses to posts to tailor future posts to more effectively engage followers and maximize reach.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports;  effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

Entry to this classification requires a 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.  Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require 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.

SPECIALIZED SKILLS REQUIRED:

Proficiency in Microsoft Office applications (Word, Excel). Must be willing to learn Microsoft Access, Microsoft Sharepoint, Adobe Creative Suite and Google Drive applications if not already proficient. Strong interpersonal skills and a high degree of professionalism. Impeccable oral and written communication skills, particularly with vocabulary and grammar. Attention to detail is extremely critical. Excellent time management and organizational skills. Strong ability to establish and maintain professional working relationships, deal effectively with a broad range of people and situations, and work independently.

SPECIAL CONDITIONS OF EMPLOYMENT:

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

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 position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

Occasional evenings and/or weekend work may be required.

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.

SALARY:             

$14.65 - $22.63 per hour, with an anticipated hiring salary range at entry level.

TENTATIVE RECRUITMENT TIMELINE:                   

Week of June 19 - Interviews via Skype                                                                                                             

Week of July 3rd - On-Campus Interviews

APPLICATION PROCEDURE:

For full consideration, submit the required documents by 5:00 p.m. 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.