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CLASSIFICATION TITLE: Administrative Support Assistant II

UNION CODE: R07

FT/PT: Full-time   

PAY PLAN: 12-month   

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $3,565 - Step 4 $3,859

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

CSU CLASSIFICATION SALARY RANGE: Step 1 $3,656 – Step 20 $5,092

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 general supervision of the Dean of the College of Arts & Humanities, the Administrative Support Assistant II provides a broad range of clerical and administrative support for the College of Arts & Humanities and Dean’s Office. The position serves as a front-line resource for students, faculty, staff, and other constituents; prepares and maintains office documents and records; supports timekeeping, property, purchasing, scheduling, elections, commencement, and event-related processes; and coordinates assigned administrative activities in accordance with established policies and procedures. The position uses judgment to address questions, resolve routine problems, and ensure that assigned administrative processes are completed accurately and timely.

DUTIES & RESPONSIBILITIES:

Clerical & Administrative Support

• Provide general administrative support to the Dean’s Office and its staff, including filing, scanning, document organization, maintenance of office records, preparation of routine materials, general office communications, and other administrative requests. Support activities such as scholarship award committees by preparing materials, coordinating meeting logistics, maintaining records, and completing assigned follow-up tasks under the direction of the appropriate administrator.
• Serve as a front-line contact for the College of Arts & Humanities and Dean’s Office by greeting visitors, responding to telephone and electronic inquiries, screening and routing contacts, and providing routine information regarding office operations and services. Handle sensitive or confidential interactions with students, faculty, staff, and other constituents using appropriate judgment, discretion, active listening, and de-escalation techniques. Refer matters requiring managerial, academic, or policy decisions to the appropriate administrator.
• Prepare, format, proofread, and distribute routine business documents, correspondence, reports, meeting materials, forms, and other administrative materials for the Dean’s Office. Prepare and distribute routine communications on behalf of the Dean or College using information and direction provided by the appropriate administrator.
• Review forms submitted for Dean’s approval to identify missing information, required documentation, or apparent chartfield issues; communicate with submitting departments regarding deficiencies; and route completed materials for appropriate review and approval.
• Serve as the Dean’s Office Property Custodian in accordance with applicable property procedures and the Property Custodian MOU. Coordinate with the Analyst to maintain property-related records, monitor the staff computer refresh list, communicate with staff regarding replacement needs, and coordinate replacement computer orders and delivery in accordance with established procedures.
• Coordinate reservations and availability of college equipment for departments and programs, maintain related records, and communicate equipment arrangements to appropriate users.
• Coordinate the Student Opinion on Curriculum and Instruction (SOCI) process by collecting faculty preferences, organizing and distributing materials, maintaining activity logs, collecting completed materials, submitting packets to Administrative Computing Services for scoring, retrieving scored materials, and distributing them to the appropriate departments.
• Maintain office supply inventories, identify routine supply needs, process supply orders, and monitor order status. Prepare monthly ProCard reconciliation statements by compiling receipts and supporting documentation, comparing transactions to available records, identifying missing or incomplete information, and submitting materials in accordance with applicable procedures.
• Submit facilities service requests as needed, provide relevant information, monitor request status, and follow up with the appropriate service unit regarding completion.
• Provide administrative coverage and routine support to college departments, faculty, and students when department administrative staff are absent or unavailable. Clarify requests, provide information within established procedures, and refer matters outside the position’s authority to the appropriate department or administrator.
• Schedule and maintain reservations for the HOB Conference Room, communicate room availability, and address routine scheduling conflicts or changes in accordance with established procedures.
• Participate in the planning and preparation of Beyond the Classroom activities by completing assigned administrative, communication, materials, and logistical support tasks.
• Serve as administrative support for the Associate Dean by monitoring their calendar; scheduling appointments and meetings; preparing meeting materials; coordinating meeting logistics; sending reminders and routine communications; and completing related administrative tasks as assigned.
• Support Academic Senate School elections by coordinating with the Senate Vice Chair, Senate Analyst, and School Elections Committee Chair to issue calls for nominations, track nominations, distribute election announcements, communicate results, and maintain related records following established procedures and timelines.
• Update the College of Arts & Humanities Resource Guide and internal directories using information provided by the appropriate departments or administrators.

Commencement Support

• Assist the Commencement & Academic Affairs Events Planner with coordinating assigned college commencement activities, including tracking staff assignments, preparing and sending recruitment communications, communicating timelines and requirements, distributing updates, and completing other assigned administrative tasks.
• Assist with the recruitment, orientation, and training of assigned commencement volunteers using materials and direction provided by the Commencement & Academic Affairs Events Planner.
• Communicate with the Dean, faculty, staff, and other participants regarding assigned commencement responsibilities. Represent the College of Arts & Humanities at assigned campus-wide Commencement Committee meetings, relay relevant information to college personnel, and refer questions requiring broader event, policy, or operational decisions to the Commencement & Academic Affairs Events Planner or appropriate administrator.

Timekeeping Support

• Collect employee time-off requests, record approved information on the appropriate college calendar or tracking system, and maintain related records.
• Reconcile time-off requests and calendar information against monthly timekeeping entries; identify discrepancies or missing information; and follow up with the appropriate supervisor.
• Review student assistant time entries for completeness and accuracy and approve them within the position’s delegated authority and established procedures. Process overtime documentation and complete other assigned timekeeping functions.
• Communicate timekeeping deadlines, required documentation, and procedural reminders to employees and supervisors. Refer questions or exceptions requiring supervisory, payroll, or policy determinations to the appropriate administrator or campus office.

Events & Outreach Support

• Provide administrative and logistical support for events and outreach activities under the direction of the appropriate department leads, Dean, or other designated individual. Respond to routine questions regarding event logistics, participation, fundraising information, and related details using approved information.
• Prepare event forms and promotional materials, including gift bags, information packets, flyers, and other routine materials. Coordinate with Marketing & Communications to procure approved event and promotional materials in accordance with established procedures.
• Assist with event setup, materials distribution, registration, and other assigned on-site activities. Support outreach events and activities by completing assigned administrative, communication, scheduling, materials, and logistical tasks.
• Attend Campus Communicators meetings with the A&H Administrative Support Coordinator (events lead) and communicate relevant information regarding assigned activities.
• Create events in 25Live, request and monitor appropriate resources for Dean’s Office events, maintain outreach logs, and follow up on routine scheduling or resource issues.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and three (3) years of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Active problem solving and effective interpersonal skills to interact with a variety of campus and community individuals.
• Demonstrated competence in effectively presenting standard information in writing.
• 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.
• Thorough knowledge of English grammar, spelling, and punctuation.
• 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.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience with PeopleSoft and 25Live.
• Demonstrated skills in an institutional/educational environment possessing 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.

ENVIRONMENTAL FACTORS: N/A

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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.