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Administrative Support Assistant II

California State University, Stanislaus

Turlock, California

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Administrative Support Assistant II

California State University, Stanislaus

Details

Posted: 16-Mar-23

Location: Turlock, California

Type: Full-time

Salary: Open

Internal Number: 4007957

Administrative Support Assistant II

Job no: 523770
Department: Coll of Arts, Hum, Soc Science
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Position Summary
Full-time position available on or after May 1, 2023 for College of the Arts, Humanities and Social Sciences.

Under the general supervision of the Dean of the College of the Arts, Humanities and Social Sciences, and lead direction of the Administrative Analyst, this position will provide a full range of moderate to complex clerical and secretarial work assignments involving the use of judgment and discretion in support of the College Dean and their office.

Job Duties
Duties include but are not limited to:

Support to the Dean.

Maintains the Dean's appointment calendar; schedules meetings and activities.

Maintains and updates master task list of campus deadlines and works with the Dean, Associate Dean and Analyst to insure they are met.

Coordinates college's responses to time sensitive requests.

Picks up, sorts and prioritizes the dean's mail; follows up on action items as needed.

Creates funding applications in InfoReady (i.e. Dean's Teaching and Travel Initiative, CAHSS RSCA) and facilitates the InfoReady process.

Drafts, proofreads and/or edits correspondence.

Reviews the list of students eligible for the Dean's List to identify which students meet the criteria then works with Provost's Office in the preparation of student award letters/certificates.

Makes travel arrangements, reservations, and itineraries for the Dean and Associate Deans.

Prepare and track travel requests and expense claims.

Plans and coordinates college programs and events including retreats, workshops, conferences and campus events. Duties include but are not limited to reserving rooms, ordering equipment, setting up catering order, preparing required campus forms and making travel arrangements for speakers/guests.

Serves as a resource to program staff/faculty with their events.

Provides communication support for community outreach and assists with funding raising efforts.

Supports the Dean's efforts with the Agriculture Community Board.

Serves as receptionist for the office by greeting, screening, and assessing needs of visitors and callers.

Independently assist or direct visitors and callers to the appropriate person or department while maintaining a positive, friendly, and cooperative customer service attitude.

Serves as a resource for the department, college and the public on university and college policies and procedures.

Occasionally assists Centers with purchasing, hiring processes, event organization, travel, etc.

Maintains the college master log and follows-up to insure items are completed.

Maintains college email & phone lists.

Reviews college sections of the annual catalog for accuracy.

Manages conference room calendar.

Maintains the college room and physical resources logs/maps and coordinates moves/changes.

Maintains office supply inventory.

Keeps track of and project future needs; order supplies.

Oversees the maintenance of office equipment, especially computers and photocopier.

Coordinates annual equipment inventory.

Hires and trains student assistants, sets their work schedule and monitors their hours worked. Responsible for overseeing the completion of items on the student sweep list. Sets daily assignments, reviews work for accuracy, and prepares annual student evaluation.

Coordinates the Dean's monthly timesheet approval process.

Maintains office files and oversee archiving process.

Coordinates annual update of the CAHSS Continuity Plan. Enters obtained information as needed. Works with contributors to insure action items are addressed.

Prepares surveys as needed.

Staff support for MDIS & FA courses. Prepares PT Faculty Requests, workload reports, and enters course schedule updates into PicWeb.

Responsible for maintaining CAHSS/SOA websites accuracy and soliciting new/updated information for the sites.

Assist with AY, summer and/or winter course schedules when needed.

Provides support as general faculty meetings such as notifying participants, preparing presentation materials, arranging catering services, reserving rooms and/or AV equipment, taking and preparing minutes.

Support staff for the Chairs' Council, sets up the meeting schedule, takes minutes, prepares materials.

Support staff for the College Advancement Committee, sets up the meeting schedule, prepares agendas, take minutes, prepares materials.

Support staff for the College Committee on Committees, assists with the college election, prepares and distributes ballots.

Support staff for the College Curriculum Committee, sets up the time for the meetings, assists Associate Dean as needed.

Schedules Budget and Planning meetings, and meetings for the Associate Dean as requested.

Performs other duties as assigned.

Other duties as assigned.

Minimum Qualifications
Education: Completion of a high school program or its its equivalent.

Experience: Some experience in an office environment.

Preferred Qualifications

Previous related administrative support experience in an academic department is preferred.

Previous experience providing administrative support to a high-level administrator, comparable to the level of this position is highly preferred.

Demonstrated experience with maintaining an electronic calendar in Outlook is highly desirable.

Demonstrated experience in developing and maintaining a website is highly desirable.

Demonstrated ability to plan and organize events is preferred.

Demonstrated ability to consistently maintain confidentiality is highly desirable.

Experience using social media platforms.

Knowledge, Skills, Abilities

Experience to be proficient in performing most or all work assignments.

General working knowledge of applicable university infrastructure, policies, and procedures.

Thorough knowledge of office methods, procedures, and practices.

Ability to use standard office equipment. Typing and keyboard skills.

Fluency in using standard word processing and related computer software packages.

Ability to identify and solve standard problems and refer more complex problems to appropriate staff.

Thorough knowledge of English grammar, punctuation, and spelling.

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.

Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.

Demonstrated competence in effectively presenting standard information in writing.

Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Special Conditions
CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
https://calstate.policystat.com/policy/9779821/latest/

Salary Range
Anticipated salary will be $3,338 - $3,671 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Assistant II range: $3,338 - $4,913 per month)

Compensation & Benefits
Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

How to Apply
To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resume. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the 'Apply Now' button on this page.

Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

Application Deadline
March 29, 2023

Criminal Background Clearance Notice
Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.

Additional Information
Campus & Area
California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. 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, revised 7/21/17, as a condition of employment.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

CSU Stanislaus 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 document form upon hire.

The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

To apply, visit https://careers.csustan.edu/st/en-us/job/523770/administrative-support-assistant-ii

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About California State University, Stanislaus

California State University, Stanislaus serves a diverse student body of more than 10,000 at two locations in the Central Valley — a beautiful 228-acre campus in Turlock and the Stockton Campus. Widely recognized for its dedicated faculty and high-quality academic programs, the University offers a range of undergraduate and graduate programs, along with a doctorate in educational leadership. The University is a proud member of the 23-campus California State University system.California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves ...more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts. Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

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