Administrative Support Assistant

Job description



Administrative Support Assistant

Humboldt State University

Closes: Tuesday, September 24, 2019

(Job #19-55) Administrative Support Assistant II, 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 Critical, Race, and Gender Studies, Native American Studies, and World Languages and Cultures. 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 vol- untary 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 direction of the Department Chairs, the Administrative Support Assis- tant (ASA II) is responsible for various administrative support functions, general office support, and reception du- ties for the Department of Critical Race, Gender, and Sexuality Studies (CRGS), the Department of Native American Studies (NAS), and the Department of World Languages and Cultures (WLC).

Duties: Routine duties include assisting faculty, staff, students, and visitors on myriad tasks characterized by professional interaction, patience, and the use of problem-solving skills. The most essential job functions for this position require the independent interpretation of policies and procedures and involve the use of critical thinking, judgment, and discretion to complete assigned tasks.

The ASA II:

  • Is responsible for daily operation of the department office.
  • Provides a central source of information and referral regarding programs of the department for students and the
    community, as well as faculty and staff.
  • Processes purchasing/reimbursement forms as needed.
  • Coordinates the day-to-day work of student office assistants and checks their work.
  • Tracks budget for student employees.
  • Supports planning for retreats, field trips, film seminars, cultural events, guest lecturers, lunches, receptions,
    visits by international guests, majors meetings, etc. Assists with set-up and clean-up as needed.
  • Reserves appropriate spaces, orders equipment, orders food, makes lodging arrangements, and assists to coor-
    dinate overall logistics to make events successful.
  • Assists with scheduling meetings, study sessions, etc. and reserving rooms for department events.
  • Designs and distributes/posts flyers to promote events.
  • Assists with tracking budgets for special projects.
  • Screens incoming student petitions and forms to ensure completion and acts as a liaison to the Office of the
    Registrar.
  • Assigns advisors to new students, and attempts to maintain parity as to number of advisees assigned to advi-
    sors in each program.
  • Assists students with completion and routing of major/advisor change forms. Make advisor changes for majors
    when necessary.
  • Maintains currency of department blogs, in coordination with the ASC and Department Chairs, by posting text
    and materials provided by faculty, working with student assistants as necessary.
  • Updates department social media pages and websites as needed and directed, working with student assistants
    as necessary.
  • Performs other duties as needed and assigned to facilitate a supportive and effective administrative office.
    Minimum Qualifications: The equivalent of a high school diploma and some clerical experience which has provided the incumbent with the knowledge, skills, and abilities listed below.
    (Continued on next page)

    Required Knowledge, Skills, and Abilities:
    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 support technology systems and software packages

    Skills:
  • Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills
  • Demonstrated competence in effectively presenting standard information in writing
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information,
    ideas, and instructions
  • Effective and culturally sensitive interpersonal and communication skills, both oral and written.
  • Strong orientation to serve students and faculty.

    Ability to:
  • Learn, interpret independently, and apply a variety of complex policies and procedures; able to identify devia- tions 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
  • Establish and maintain working relationships with faculty, staff, students and the general public.
  • Interact with a variety of campus and community individuals from diverse backgrounds with tact and diplomacy.
  • Be patient and considerate, but firm and consistent with a wide variety of faculty, staff, and student personali- ties in potentially contentious situations.
  • Process sensitive and confidential information in a responsible manner
  • Work with minimum supervision and a high-degree of accuracy and speed
  • Multi-task, prioritize work, tolerate frequent interruptions and accept change
  • Be self-motivated, detail-oriented, reliable

    Preferred Qualifications:
  • Bachelor's Degree
  • Experience working in an academic office setting; experience in educational setting with a diverse stu-
    dent population
  • Working knowledge of PeopleSoft, Google Drive, software for flyer making, and social media platforms
  • Recent demonstrated experience within the University system
  • Recent demonstrated experience providing customer service.
    (Continued on next page)
    Application Procedure: To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):
  • 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)

    CLICK HERE TO APPLY NOW: http://apply.interfolio.com/68289
    (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 Tuesday, September 24, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to [email protected] that includes the job number (19-55) 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 Arca- ta, 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.
    HSU is committed to enriching its educational environment and its culture through the diversity of its staff, facul- ty, and administration. Persons with interest and experience in helping organizations set and achieve goals rela- tive to diversity and inclusion are especially encouraged to apply.

    It is the responsibility of the applicant to provide complete and accurate employment information. 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.

    Class Code: 1030
    Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily before any candidate can be offered a position 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.

    Publication Date: September 10, 2019

    Humboldt State University is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversi- ty of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.

    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.

    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 [email protected]







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    Job No:
    Posted: 9/19/2019
    Application Due: 10/4/2019
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