Administrative Support Assistant

Humboldt State University
College of Arts, Humanities, and Social Sciences: Department of English

Location: Arcata, CA
Open Date: Sep 9, 2019
Close Date: Monday, September 23, 2019

(Job #19-60) Administrative Support Assistant II, Department of Communication, Department of Journalism and Mass Communication, Department of English and the Department of Religious Studies Administrative Support Assistant, $2,167-3,827/month. Appointments are typically made at the beginning of the salary range. This is a temporary, full-time, benefited, 10/12 pay plan (work 10 months of the year with pay and benefits over 12 months) position in the Departments of Communication, Journalism and Mass Communication, Religious Studies, and English. This position comes with an extensive benefits package that includes comprehensive medical, dental, and vision coverage, CalPERS retirement, Fee Waiver eligibility (reduced tuition on most CSU system classes), life insurance, and voluntary pre-tax health and dependent care reimbursement accounts. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Humboldt State University is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. HSU is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.


Position Summary: Under the general oversight of the Department Chairs of English and Religious Studies and the Department Chairs of Communication and Journalism and Mass Communication, and receiving lead work direction from the Department Administrative Support Coordinators in the Departments of English and Religious Studies and the Departments of Communication and Journalism and Mass Communication, the incumbent is responsible for administrative and clerical support for four distinct departments. The incumbent will split time between two separate and distinct work locations: 20 hours per week (.5 of timebase) working out of the Departments of English and Religious Studies office location (Founders Hall 201), supporting the Department of English and the Department of Religious Studies, and 20 hours per week (.5 of timebase) working out of the Departments of Communication and Journalism and Mass Communication office location (Bret Hart House), supporting the Department of Communication and the Department of Journalism and Mass Communication.


Duties: The essential job functions for this position include a range of office tasks that involve the use of judgment and discretion. The incumbent supports the day-to-day operation of the Departments, performing clerical tasks to ensure college, department, administrative, and instructional requirements are met in a timely manner. The main duties of this position include office reception, maintaining student files, scheduling and coordinating department meetings and special events, attending meetings and recording and distributing minutes, and administrative support for field trips as well as provide support for the Graduate Program in English. The ASA II:

Performs reception duties and routine office tasks, interacting directly with students, faculty, staff, and visitors.

Answers phones, directs calls, and routes voice, electronic, and hard-copy messages.

Conducts routine office tasks, including photo copying, scanning, and shredding documents, and maintaining bulletin boards and information displays.

Purchases supplies and equipment and submits monthly reconciliation reports.

Stocks and distributes office supplies, forms, and equipment.

Tracks telecommunications service requests, reviews monthly billing reports, and updates office voicemail messages as appropriate.

Contacts Facilities as necessary for service and upkeep of department and university facilities and processes and tracks work requests.

Attends and records department meetings, distributing minutes in a timely fashion

Understands and explains a variety of university, college and department policies, procedures, and practices to students, faculty, and staff.

Distributes information to students and visitors regarding major and minor options and directs visitors to appropriate resources regarding contract requirements for the majors and minors.

Processes all student major and advisor changes, incompletes, and grade change forms.

Coordinates and publicizes Department and University events and information of interest via bulk email and mail notifications to students, faculty, staff, prospective students, alumni, applicants, etc. working with various departments across campus including, but not limited to, Room Reservations, Dining Services, Admissions, Alumni Relations, Marketing and Communications, and Distribution Services, as directed by ASCs and Department Chairs

Makes arrangements for phone, keys, computer, and nameplates for new, moving, and separating faculty.

Assists faculty with completion of field trip forms and requirements, enters field trip data into PeopleSoft, generates field trip checklists, and assists faculty in monitoring completion of release of liability waivers for field trip participants.

Works closely with the Graduate Coordinator and the Office of Academic Programs to facilitate necessary tasks.

Serves as a contact for prospective MA students, answering questions and distributing information about the requirements and parameters of the graduate program, including admissions status as determined by the Graduate Coordinator.

Performs other duties as needed and assigned to facilitate a supportive and effective administrative office.


Qualifications
Minimum Qualifications: The equivalent of a high school diploma and some progressively responsible administrative support experience which has provided the incumbent with the knowledge, skills, and abilities listed below.

Knowledge

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

Fluency in using standard office software packages

Skills

Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective and culturally sensitive interpersonal and communication skills

Demonstrated competence in effectively presenting standard information in writing

Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required to perform job duties effectively

Strong orientation to serve students and faculty

Ability to:

Be proficient in performing work assignments, to include being receptive to changing policies and work methods

Learn, interpret independently, and apply a variety of complex policies and procedures; able to 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

Use standard office equipment

Use standard word processing and related computer software packages

Clearly communicate orally and in writing and effectively present standard information in writing

Work as the front-line contact for the Departments, interacting with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills

Understand, interpret, and communicate procedures, policies, information, ideas, and instructions

Process sensitive and confidential information in a responsible manner

Establish and maintain working relationships and communicate effectively with students, faculty, and staff from diverse backgrounds

Be patient and considerate, but firm and consistent with a wide variety of faculty, staff, and student personalities in potentially contentious situations

Multi-task, prioritize work, and tolerate frequent interruptions and accept change

Assimilate into and operate in a university academic department

Process sensitive and confidential information in a responsible manner

Work with minimum supervision and a high-degree of accuracy and speed

Be self-motivated, detail-oriented, reliable


Preferred Qualifications:

Two years of progressively responsible clerical experience

Experience working in an academic setting with a diverse student population

Recent demonstrated experience within the university system

Working knowledge of PeopleSoft, Nolij, Google Drive, OBI and various social media platforms

Experience providing customer service


Application Instructions
Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the "Apply Now" button to the right:

Letter of Interest

Resume or Curriculum Vitae

Contact information for at least three professional references

HSU Employment History Form (HSU Employment History Form: https://forms.humboldt.edu/employment-history-form)

(NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).


Application Deadline: The deadline to submit application materials is 11:59 p.m. on Monday, September 23, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to careers@humboldt.edu that includes the job number (19-60) and applicant's last name in the subject line of the message.

Humboldt State University sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). HSU was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Equal Employment Opportunity Statement Humboldt State University is a Title IX/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, protected veteran status, or any other legally protected status.

HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

It is the responsibility of the applicant to provide complete and accurate employment information. Evidence of required degree(s), certifications(s), or licenses(s) will be required prior to the appointment date. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education (or activities only part of which are qualifying) will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus, unless otherwise stated.

A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily as a condition of employment with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employ-ment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

New faculty employees hired by the CSU for the first time who first become CalPERS members on or after July 1, 2017 are subject to a 10-year vesting period for retiree health and dental benefits. Staff employees covered under bargaining agreements 1, 2, 4, 5, 6, 7, 9, 10, C99, E99, M80 and M9 hired by the CSU for the first time who first become CalPERS members on or after July 1, 2018 are subject to a 10-year vesting period for retiree health and dental benefits

If accommodations need to be made during the recruitment and interview process, please contact Human Resources at (707) 826-3626 or hsuhr@humboldt.edu







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