Position Details

Position Details

Open Date 11/30/2018 Working Title Administrative Support Coordinator Classification Administrative Support Coordinator II - Non-Exempt Department Name Social, Behavioral & Global St Job Number MB2018-CB2484 Status

Open Until Filled

Priority Screening Date 12/16/2018 Recruitment Status Apply today! Application Screening Begins December 17, 2018. Position Description

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB’s sustainability initiative is to be carbon neutral.

PURPOSE:

Under the general supervision of the Dean of the College of Arts, Humanities, and Social Sciences with daily oversight by the Chair of the School of Social, Behavioral, and Global Studies (SBGS), the Administrative Support Coordinator (ASC) is responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations and works independently in exercising discretion and judgment in performing assigned work.

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

• Provides primary support to the Chair and is responsible for the administrative functions of the School. Briefs the Chair regarding progress of routine work and special projects. Tracks, reconciles, and reports office budget expenditures in a timely manner according to the procedures of the College; gathers information for budget evaluation. Reconciles projected operating and personnel expenditures. Provides budget status reports as requested by the Chair. Researches, analyzes, makes recommendations, and prepares draft budget for department events. In collaboration with department personnel, compiles, prepares, and submits requests for special events funding and specialized projects. Works with and applies a wide range of University policies and procedures. Addresses a wide range of problems which require interpreting policies and procedures. Uses ingenuity to compile and document information. Coordinates and works with individuals at all levels within the organization.
• In collaboration with the Chair, the ASC develops and inputs curricular scheduling and evaluates enrollment data. Assists the Chair with preparation of course schedules, calendars, course descriptions, brochure copy; maintains accurate and detailed databases related to courses, schedules, and enrollments. Tracks, reviews, and revises all internal documents related to instruction; supports academic advising events and helps prepare materials related to academic instruction and programmatic outreach. Prepares, submits and monitors all lecturer contracts in compliance with CBA and CSU requirements and procedures.
• Supports the day-to-day operating needs of the department. Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary to meet the needs of the department. Verifies accuracy of invoices for payment processing. Identifies supplies, equipment, and services needed. Organizes and maintains physical and electronic office files and records. Schedules and attends large meetings, activities, and events called by the Chair, prepares minutes or summary notes, and tracks action items. Handles travel arrangements for department faculty. Provides administrative support services for faculty recruitment. Serves as department timekeeper. Picks up and distributes employee paychecks on a monthly basis. Updates and ensures department web page and publications are current.
• Facilitates planning and arrangements of all public events. Coordinates arrangements for guest speakers, including air travel, car rental, hotel accommodations, and hospitality in accordance with CSU policies and procedures. Serves as SBGS liaison with the community and public at large.
• Supervises student assistants; determines the methods and procedures by which the student assistant work is to be accomplished; controls the workflow and establishes priorities and deadlines; completes performance evaluations or verifies that they have been completed by direct supervisors.

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

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.

Specialized Skills

Expertise in using office software systems and ability to use a broad range of technology, systems and packages. Exceptional customer service skills. Experience tracking budget and reconciling expenses. Possession of excellent oral and written communication skills and a strong commitment to serving students from diverse backgrounds as well as handling highly sensitive situations and personal interactions.

Preferred Qualifications

Experience working with diverse populations and in an academic setting preferred. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; CASHNet; Hyperion, or similar report generation software; G Suite (Gmail, Docs, Drive, and Calendar); intranet drives; and internet browsers.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• 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 position with:
• responsibility or access/possession of building master or sub-master keys for building access; and
• 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.
• 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.
• May require occasional evenings and/or weekend work.

PHYSICAL 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.

Compensation and Benefits

Anticipated hiring salary in the low- to mid- $3,000’s per 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.

TENTATIVE RECRUITMENT TIMELINE:

Interviews Begin: Early- to mid-January 2019

How to Apply

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.

Quick Link for Job Posting http://csumb.peopleadmin.com/postings/4688 Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
2. * Do you have experience running queries?
   • Yes
   • No
3. * How would you rate your Excel knowledge:
   • Beginner (e.g., correct labels, formatting, editing, linking cells, highlight, etc.)
   • Intermediate (e.g., Pivot tables, DATE, TEXT functions)
   • Advanced (e.g., IF AND VLOOKUP, SUMPRODUCT, INDEX/MATCH, array formulas)
4. * List the tools you have used when working with Excel.

   (Open Ended Question)

5. * Describe your qualifications and list any degrees, certifications, and/or licenses you possess related to this position.

   (Open Ended Question)

6. * Your feedback is important. Please take a moment to let us know how you found out about this employment opportunity.
   • AOA (CSU Auxiliary Job Board) - Website
   • Cal State Monterey Bay - Website
   • CSU System-Wide - Website
   • Chronicle of Higher Education - Website
   • Dice - Website
   • Employee Referral
   • Higher Ed Jobs - Website
   • HERC (Higher Education Recruitment Consortium) - Website
   • Indeed - Website
   • LinkedIn - Website
   • Monterey Bay Jobs - Website
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   • Other - Website
   • Print Ad
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   • Chronicle of Philantrophy
   • Inside Higher Ed - Career
   • DiversityJobs
   • Another Source Recruitment
7. If you didn't see the specific name of where you found our vacancy announcement, please enter that name here. Thank you!

   (Open Ended Question)

Documents Required in Application Required Documents

1. Curriculum Vitae/Resume

Optional Documents

1. Cover Letter
2. Letter of recommendation from a supervisor