Administrative Assistant/ICDFR (UEC)
Under the direct supervision of the Office Manager and the Director, the Administrative Assistant will provide clerical support for the Institute for Child Development and Family Relations (ICDFR) as well as for all ICDFR projects. Support will include a full range of clerical, secretarial, and general office support such as filing, answering phones, creating spreadsheets, maintaining centralized calendar, making campus deliveries, creating flyers, and other clerical duties as assigned. In addition, the candidate will provide an array of clerical and administrative support for the development of workshops and event coordination.
About University Enterprises Corporation at CSUSB
(This is not a state position)
University Enterprises Corporation at CSUSB ('UEC') supports the university's educational mission by providing quality services that complement the instructional program. The University depends upon UEC to provide services that cannot be supported with state funds. We're responsible for business enterprises on campus including, but not limited to, dining, bookstore, convenience store, and vending services. We also serve as the grantee for federal, state, and local funding for research and sponsored projects.
Position Summary
Temporary, Staff, Non-Exempt, Full Time, Benefited position through 6/30/2026 (Appointment may be renewed annually based upon availability of funds, availability of work and satisfactory job performance).
Salary: $3,119.94-$3,813.26 per month
Location: CSUSB Campus.
Work Schedule
40 hours per week. Typically Monday through Friday 8:00AM to 5:00PM. Some nights and weekend work may be required.
First Review Deadline
This position will remain open until filled.
Typical Activities
Under minimal supervision of the ICDFR Director and ICDFR Office Manager, the Administrative Assistant will work independently to:
Office Support
The Administrative Assistant is responsible for the facilitation and execution of administrative activities and procedures of the central ICDFR office. Responsibilities range from fielding inquiries to performing various clerical and administrative support tasks.
- Serve as a central point of contact for staff, personnel, and external contacts, answering questions, providing information, and referring issues to the Office Manager as needed.
- Manage the centralized ICDFR calendar, schedule and coordinate meetings, and send reminders for project lead and other key meetings.
- Prepare and update agendas, take meeting notes, and identify and distribute action items.
- Answer phones, take messages, and provide general, accurate information.
- Greet and direct visitors, prospective clients, or other guests to the appropriate office or staff member.
- Maintain office organization, including monitoring supplies, filing, recordkeeping, and running errands on campus or in the community.
- Create and distribute correspondence relevant to the organization, programs, or projects.
- Assist with administrative preparations and attend monthly ICDFR meetings as needed.
Personnel/HR Support
The Administrative Assistant provides general support for personnel and HRrelated processes, helping ensure smooth operations for staff and project teams.
- Assist with staff onboarding, offboarding, and general personnel tracking.
- Support payroll-related tasks such as time sheet collection and reminders.
- Forward HR communications and updates to the appropriate staff and project leads.
- Maintain and update staff records and documentation.
- Provide general administrative support for HR processes as needed.
Events
The Administrative Assistant is responsible for supporting ICDFR's mission and objectives by organizing and facilitating ICDFR sponsored and/or hosted events.
- Assist Director in coordinating events.
- Coordinate with campus departments and external vendors to schedule space, equipment, and other logistics.
- Arrange necessary accommodation such as parking, catering, and event materials.
- Communicate with staff, volunteers, and participants to ensure smooth event operations.
- Supervise student assistants and volunteers as needed during events.
Additional Tasks
- Attend weekly meetings with Director and central operations team.
- Provide support and backup for monthly diaper reporting, diaper and wipes ordering, participant communication, and diaper pick-up reminders.
- Support office operations by submitting work orders, ordering and renewing keys for staff, and tracking/updating equipment in spreadsheets.
- Support general office upkeep, including organizing, tidying, and maintaining common areas.
- May be required to travel for events occasionally.
Minimum Qualifications
- Education: High school diploma or equivalent.
- Experience: Equivalent to one year of general office clerical work.
- Other: Ability to understand standard office procedures and practices. Ability to operate standard office equipment and software. Must possess excellent organizational skills. Working knowledge of English grammar, spelling, and punctuation. Fundamental writing skills to effectively communicate standard information. Ability to respond to routine inquiries and explain policies and procedures to others. Ability to identify and solve standard problems and refer more complex issues to appropriate staff.
Preferred Qualifications
- Some college coursework.
Benefits Include:
- Medical, Dental, Vision, Flex Cash option
- CalPERS Retirement and CalPers 457
- Group Term Life/ Accidental Death & Dismemberment (AD&D)
- Holidays & Personal Holiday
- Vacation and Sick pay accruals
- Educational Assistance Benefit is based on availability of funding.
- Workers' Compensation, Unemployment Insurance, State Disability Insurance
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