Welcome to the CSUB Employment Site

CLASSIFICATION TITLE: Administrative Support Assistant I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before August 31, 2026. Any continuation beyond August 31, 2026, is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location) ***This position is located at our Antelope Valley Campus***

ANTICIPATED HIRING RANGE: Step 1 $3,461- Step 5 $3,747

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3461 - $4,847

PAY BASIS: Monthly 

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under direct to general supervision, the Administrative Support Assistant I provides general clerical and office support to the College of Social Science and Education. The position supports faculty, staff, and students by performing routine tasks such as answering inquiries, scheduling appointments, processing documents, and maintaining records using established procedures. The incumbent assists with credential program activities by tracking student records and helping students navigate clinical placement requirements. Responsibilities also include gathering and entering information, supporting events and meetings, filing and data maintenance, and directing students and community members to appropriate contacts. The work performed is up to moderate complexity, follows standard guidelines, and supports efficient daily operations across multiple academic departments.

DUTIES & RESPONSIBILITIES:

Customer Service

• Provide customer service to students by answering basic questions regarding the undergraduate, credential, certificate, or master’s program within the College of Social Science and Education’s different departments such as Advanced Education, Teacher Education, and Special Education, or providing general information or referrals to community members. Refer more complex questions or concerns to appropriate staff as needed.
• Demonstrate a foundational understanding of the university’s policies and procedures about admissions, enrollment, the campus, financial aid, or other policies to provide routine information or referral to students, staff, faculty, and the community. Refer more complex questions or concerns to appropriate staff as needed.
• Assist in resolving straightforward issues by locating information or following established procedures. Refer more complex problems to appropriate staff and follow-up with student or faculty, as necessary.
• Answer and return phone calls in a professional manner. Communicate any messages to appropriate staff as needed.
• Draft basic correspondence, displaying proper use of grammar and professional business writing.
• Schedule appointments and meetings for faculty and confirm audiovisual or room setup needs with appropriate departments.

Office Support

• Assist with the logistics of room scheduling for faculty office hours or department(s) special events by using standard procedures and scheduling systems.
• Attend meetings, take notes/minutes, transcribe, and distribute to appropriate individuals.
• Support meeting/special event set-up and break down such as community partner meetings, information sessions, graduation receptions at AV, and program interviews as directed.
• Help create, maintain, and review school publications and documents for accuracy and record keeping.
• Maintain and track fieldwork placement data and evaluations and verify for accuracy and completeness.
• Enter data into credential and credential alumni databases following established formats and procedures.
• Monitor office supply levels and assist with submitting supply orders. Help reconcile simple purchase statements to bill departments accordingly for accounting.
• Update standard information and forms on Credential/Teacher Education website as directed.
• Assist in processing/routing forms, reports, and requests for faculty and program advisors, track forms for completion through the approval process.
• Assist with processing student add/drop requests and department forms, route student forms for the university.
• Assist with revisions or updates to the schedule of classes for Antelope Valley SSE courses using provided templates or formats.
• Process incoming mail by sorting and distributing to appropriate individuals. 
• Utilize PeopleSoft, word processing and spreadsheet, calendar, and email software programs in execution of assigned tasks.
• File office and student records in an organized manner using established filing systems.

Teaching Credential Support

• Assist Director, Coordinator, and/or advisors with aiding students in understanding the process of submitting/accepting placement requests and requirements for meeting clinical practice clearance using established procedures.
• Direct students to proper contact regarding clinical practice placement questions or clinical practice issues.
• Maintain student credential records in excel file, updating ongoing record tracking related to clinical practice.
• Maintain a checklist of required records for each student by tracking, updating, and verifying the currency of records, including emailing students whose documents are expiring/have expired.
• Notify students and their teacher-supervisors of any record changes, and logging changes in the records’ Excel file
• Review submittal documents for clearance following established policies and procedures in a checklist.  Update clinical practice clearance spreadsheet with new data.
• Contact students via email and/or phone who have not submitted placement forms by the deadline.
• File clearance documents and forms for Multiple Subject, Single Subject teaching credential student candidates, using the online Box system labeling documents for easy access/retrieval, and archival.
• Assist with Preparing placement report for Clinical Practice Coordinator/Credential Analyst review using established procedures that involve clerical work in nature only. Run reports when needed from PeopleSoft and utilize the credential database in Kuali to access students’ data.
• Assist Coordinator with any data entry for PeopleSoft
• Track district/school site MOUs and notify Clinical Practice Coordinator of any expiring contracts by reviewing and tracking dates.
• Review district contacts for MOUs and keep the list current for notification purposes. 
• Aid University Supervisors in process/submission of mileage for reimbursement and scheduling of classrooms/offices for student meetings.
• Assist Special Education student candidates with clearance documents. Update students’ clearance information in Peoplesoft.

Information Gathering

• Gather and maintain information session candidate lists.
• Maintain logs or interoffice, SOCI, unit survey, and mailing for tracking of department(s) activities.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Ability to use standard office equipment including copiers, scanners, and fax machines.
• Ability to use standard word processing and related computer software packages.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to perform basic mathematical functions.
• Fundamental writing and presentation skills to effectively communicate standard information.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Working knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect.  All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Melissa Carleton, Interim Title IX Coordinator & DHR Administrator, (661) 654-2713.