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California State University, Bakersfield

Job No. 536263 Administrative Support Coordinator I
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Position Number: 5048216
Location: Bakersfield, CA
Position Type: Secretary and Administrative Assistants

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: $3,692 - $4,000

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

CSU CLASSIFICATION SALARY RANGE: $3,505 - $5,508

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, 14 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 the general supervision of the Executive Director of Associated Students, Inc., the Administrative Support Coordinator I (ASC I) provides administrative assistance in the overall support of the ASI Executive Director and the ASI Administrative Office. The ASC I performs and oversees a vast array of complex administrative and clerical functions in support of the Associated Students Inc. Board of Directors, programs, and services with broad impact.

The ASC I plans, organizes, manages, and prioritizes the schedule of the Executive Director. Additionally, the position reviews the Executive Director's incoming communications and documents for signature, independently determines required action, and distributes and follows up as appropriate. The ASC I participates and plans projects and evens in support of the Executive Director and the organizational operations of the ASI to meet programmatic and administrative goals. The Executive Assistant must be self-motivated, able to conduct office duties with general supervision, and carryout multiple responsibilities simultaneously. The ASC I also must be familiar with all functions of the office and must interact effectively with students, staff, and the public.

DUTIES & RESPONSIBILITIES:

Administrative Support/Office Administrative Support

Serve as the ASI office primary point of contact.
Provide administrative support to the ASI Board of Directors and Executive Director. Plan, prioritize, organize, perform, and coordinate a variety of tasks and administrative support projects.
Assemble and distribute agendas and supporting documents for all ASI meetings.
Take and transcribe minutes of organizational board meetings.
Coordinate travel arrangements for Executive Director and student leaders and process travel requests and claims.
Draft and finalize clear and concise letters, documents, and reports.
Create, maintain, and complete forms, letters, procedures, and reports.
Maintain comprehensive and confidential office files.
Screen visitors, telephone calls, standard mail, and email, taking required action and referring requests as appropriate.
Answer basic inquiries regarding department services and activities.
Responsible for general maintenance of office and office equipment including stocking and oversight of supplies and materials.
Initiate and develop strategies to improve office management and organization.
Serve as custodian of organizational and governing documents, minutes, and resolutions as passed by the Board of Directors, ensuring maintenance for information and audit purposes.
Assist in the development and editing of content for publications, manuals, and marketing materials.
Contribute to website content maintenance.
Develop and present creative options for marketing and promotions.

Fiscal/Budget

Assist in developing annual budget for submission and developing annual report.
Reconcile budget income and expenses using internal spreadsheets against campus financial system reports.
Prepare financial reports on a regular basis.
Process all budgetary expenditures, travel, purchase orders, work orders, budget transfers.
Oversee club funding process by tracking expenditures, compiling reports, and communicating with student organizations and campus departments.
Provide training and guidance to student leaders on the fiscal and budgetary practices of the department.
Assist in the annual budget recommendations.

Personnel

Process payroll and student leader scholarships.
Coordinate the student assistant hiring process.
Assist in the recruitment, selection, training and development of student workers and volunteers within ASI including training of assistants on office procedures and policies.
Lead responsibility for work direction of student assistants.
Oversee the verification of student data for eligibility purposes.

Miscellaneous

Independently research, analyze and make recommendations on various projects and programs.
Remain informed and current on all matters under the jurisdiction of the director including all campus and CSU Auxiliary policies and procedures.
Support ASI programs and services at all times and present a positive public image.
Assist with and coordinate occasional night and weekend activities and events.
Complete special projects and perform other duties as assigned.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) –

Regular and reliable attendance is required.
Ability to resolve commonplace and unusual work situations and keep Director informed of issues needing attention.
Ability to be flexible while carrying out day to day general assignments.
Ability to be fully functional in all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
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, both verbally and in writing.
Thorough knowledge of English grammar, spelling and punctuation.
Ability to interpret, communicate and apply policies and procedures.
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.

PREFERRED QUALIFICATIONS:

Experience in a Higher Education or academic setting, working directly with students.
Experience using PeopleSoft, Meeting Maker, and TaskStream software as well as website content maintenance is highly desirable.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 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.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

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.

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.

MANDATED REPORTER: Not Mandated

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.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.