Department Administrative Assistant (Administrative Support Assistant II) REPOSTED WITH NEW DEADLINE

Job description

Department Administrative Assistant (Administrative Support Assistant II) REPOSTED WITH NEW DEADLINE
California State University, Fresno


Salary Range: $2,539 - $4,202 per month (Anticipated hiring salary: $2,539 per month)
Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description

The Department of Public Health is one of seven departments in the College of Health and Human Services and offers curricula based on principles of public health practices leading to a Bachelor of Science degree at the undergraduate level and a Master of Public Health Degree. Both degrees are designed to prepare students for careers with official and voluntary health agencies at the federal, state, or local levels of government as well as the private sector.


The incumbent, under the general supervision of the Department Chair and direct supervision of Administrative Support Coordinator II, provides clerical support to the Department of Public Health which consists of fifteen fulltime, and 21 part-time faculty. This position has direct contact with all department faculty, students, other campus staff and visiting community members as guest speakers.

Position Summary

• Assist with various department budgets' needs
• Place and initiate purchase order requisitions for all faculty, department supplies and or equipment (on-line) orders through Office Max
• Follow-up with vendor and or Procurement Department
• Enter travel related information into Excel and Access
• Receive and distribute equipment and or supplies
• Arrange for equipment assembly as needed
• Place service requests with Plant Operations for necessary repairs and departmental faculty needs
• Process final paperwork and enter into both MS/Access and Excel, then reconcile with PeopleSoft financial report
• Issue permission numbers per protocol to students upon request by faculty
• Arrange room reservations and order catering when requested
• Assist in updating all department lists, faculty and staff personal information, department list with all faculty locations, room, phone, and email addresses
• Reserve conference rooms for all monthly faculty meetings and departmental conference room needs
• Schedule and administer student evaluations with student assistant and faculty
• Assist Department ASC with interview process for new student assistants
Secondary Duties of the job include:
• Assist Department Chair, ASC, and faculty with exam prep and minutes when needed
• Public Health Department Receptionist
◦ Answer telephone and direct calls to proper campus faculty or staff
◦ Greet and assist faculty, staff, students, and community guest speakers
• Maintain student files and information (with student assistant)
• Process forms related to student coursework and advisement
• Serve as liaison between student and faculty
• Provide guidance to each student personally to solve or resolve any academic issues and or problems
• Assist with creation and presentation of Alcohol and Drug Certificate to those students who have completed the necessary courses
• Maintain, arrange design, and update department bulletin board and display case

Knowledge, Skills & Abilities

• General working knowledge of applicable university infrastructure, policies, and procedures
• Thorough knowledge of office methods, procedures, and practices
• Thorough knowledge of English grammar, punctuation, and spelling
• Active problem solving and effective interpersonal skills
Ability to:
• Learn, interpret independently, and apply a variety of complex policies and procedures
• Identify deviations from applicable policies
• Apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions
• Perform standard arithmetic functions of a transactional nature, including tracking and comparing data
• Effectively present standard information in writing
• Fluency in using standard office software packages (Microsoft Office Suite, email, calendar)

Education and Experience

• Completion of a high school program or its equivalent
• Two years of related experience in an office environment
• Demonstrated history of regular attendance and positive performance reviews

Preferred Skills

• Proficient in the use of FileMaker Pro
Ability to:
• Manage multiple clerical task and easily prioritize needs
• Understand and abide by the Family Education rights and Privacy Act (FERPA) and the confidentiality of records

Filing Deadline

July 20, 2018

Application Procedures

Complete the required fields on the online application, a resume, and three professional references, including telephone numbers, are required. A cover letter that addresses your qualifications for the position is also required. Full consideration will not be given to applicants who fail to complete all application requirements.

Pursuant to Executive Order 1088, reasonable accommodation is to be provided upon request from an employee or applicant with disabilities, unless doing so would impose an undue hardship on the campus. What constitutes a reasonable accommodation is to be determined by the campus on a case-by-case basis after it has received the individual's request for accommodation and engaged in an interactive process. Employees or applicants requiring reasonable accommodation should contact Human Resources directly at (559) 278-2032.

How To Apply

To apply for this or any open position at Fresno State visit our online employment site at:





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Job No:
Posted: 7/6/2018
Application Due: 8/1/2018
Work Type: