"Office Assistant (Administrative Support Assistant I - Non-Exempt), Office of Faculty Affairs & Development"

Job no: 541992

Work type: Staff

Location: San Bernardino - San Bernardino Campus

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary:

Under the direct supervision of the Associate Vice President, Faculty Affairs & Development, the Administrative Support Assistant will perform the full range of clerical, secretarial, and general office support functions at varying levels of complexity.

Duties / Responsibilities 

• Perform standard clerical procedures and practices. Greets customers by phone or in person. Screens visitors and callers to direct them appropriately. Responds to standard inquiries from public or university staff, students, or faculty by providing information and explains standard policies.
• Receives, sorts, screens, and distributes standard and/or electronic mail. Drafts/ responds to routine inquiries.
• Schedules meetings and appointments for Associate Vice President (AVP) and others. Monitors and maintains Faculty Affairs & Development (FAD) calendars.
• Sets up and maintains moderately complex conventional and electronic records and files, involving multiple filing systems.
• Types and proofreads documents, generates standard correspondence and documents, processes forms.
• Maintains ticketing system.
• Collects and maintains data from known sources for standard records and reports. Identifies data sources and collects information for special projects.
• Inputs and edits text or data for standard or preformatted reports, correspondence, or documents using an online system or standard software, and generates reports. Creates and customizes simple documents, databases, and/or spreadsheets, including layout, manipulation of software features, and selection of data extracts.
• Complete verbal employment verification for faculty.
• Tracks faculty schedule for a visitation.
• Sends and maintains notifications to colleges.
• Assists with tracking paper for Student Evaluations of Teaching Effectiveness (SOTE) and digital maintenance.
• Enters and maintains faculty updates to the campus catalogue.
• Tracks registrations.
• Event set-up/ assist with prepping for events.
• Schedules meetings.
• Under direct supervision, assists with tracking additional pay entries and emails.
• Assists with making changes to Faculty Affairs website.
• Posts approved social media notices, updates, photos, etc.
• Other classification related duties as assigned

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent AND one year of experience in general office clerical work or one year of training in a vocational school/college.

Required Qualifications

• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Working knowledge of English, grammar, spelling, and punctuation.
• Ability to use standard office equipment.
• 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.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.

Preferred Qualifications

• General knowledge of office methods, procedures and practices.
• Possess fundamental writing skills to effectively communicate standard information.
• Ability to work cooperatively with a diverse campus community.

Compensation and Benefits:

Anticipated Hiring Range: $3,505 - $3,600 per month

Classification Salary Range: $3,505 - $4,302 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Exempt/Probationary 

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is: August 22, 2024

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

 Smoking

CSUSB is a smoke and tobacco-free campus. See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: 08 Aug 2024 Pacific Daylight Time

Applications close: 22 Aug 2024 Pacific Daylight Time