Classification: Administrative Support Coordinator II - Non-Exempt
Department Name: Arts,Humanities&Social Science
Job Number: MB2018-CB2428
Under the general supervision of the Dean, College of Arts, Humanities and Social Sciences, the Administrative Support Coordinator II (ASC) is responsible for clerical and administrative functions to support the objectives of the Dean. The ASC establishes and maintains various tracking systems for college-level functional reporting requirements, assists with the preparation of written materials, performs basic financial reconciliations, assists in the college-level budget tracking process, supports various interdepartmental work teams, provides back-up support to the Administrative Analyst/Specialist I, monitors Dean’s Office projects, works as a liaison between Dean’s Office and other units on campus, and provides general clerical support to the Dean and Associate Dean in support of college initiatives.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Establishes and maintains office management for the Dean, Associate Dean and College by prioritizing and responding to daily routine communications. Serves as the point person for the office, greets and screens visitors, telephone calls, and mail, takes the required action or refers requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy. Manages multiple complex calendars, schedules appointments and meetings as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings; handles collection and coordination of information related to College activities, and initiatives. Coordinates arrangements for travel related to the Dean’s office; prepares and processes travel authorization, reimbursement and claim forms/documentation. Sorts and processes mail, identifies priority items for the Dean, Associate Dean, or Analysts’ review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Provides clerical support for Dean and Associate Dean in support of college initiatives.
Projects: Under the direction of the Dean, Associate Dean, and College Analysts, initiates and coordinates short-term and long-term projects with broad impact that may involve coordination with other departments, including external program review and annual academic and or strategic planning. Coordinates the timely submission of student course evaluations for RTP purposes, assists the Associate Dean with processing lecturer evaluations, and assists the Dean with RTP paperwork. Assists the Associate Dean with Student Success initiatives, Assessment activities, Academic Senate committee elections and Department Chair elections. Coordinates college representation on various committees including those for commencement activities. Handles appropriate distribution and publication of the Dean’s List. Coordinates all logistics for college meetings, cabinet meetings, program review, and provide support for the University Art Committee and associated Student Art Sub-Committee. Manages the offline schedule for the Dean’s Suite conference room.
Establishes and maintains a complex system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the Dean’s and Associate Dean’s use during appointments or meetings; assists with gathering, preparing, and reviewing personnel transaction forms for faculty and staff appointments and preparing meeting materials for faculty interviews with the Dean.
Identifies supplies, materials, equipment, and services needed for the office and/or requested by the Dean or staff. Prepares and processes purchase requisition forms; receives and organizes supplies for storage and/or distribution; manages catering orders and processing of invoices and purchase requisitions for stateside, University Corporation and Foundation accounts; creates and tracks work orders for Facilities Services and Information Technology services as needed or requested
Represents CAHSS at various campus meetings and disseminates essential information to CAHSS faculty and staff. Meetings may include, but are not limited to: scheduling, commencement, Business Operations Forums, University Personnel, and Academic Affairs ASC meetings.
Serves as building emergency coordinator and building manager. Responsible for building access, work order documentation and associated functions.
Performs other job-related duties and special projects as assigned.
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.
Special Conditions of Employment:
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
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.
May require occasional evenings and/or weekend work.
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 high-$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.
Interviews Begin: Week of August 13, 2018
How to Apply:
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: 4241
Internal Number: 4241
About California State University, Monterey Bay
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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