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California State University, Bakersfield

Job No. 535890 Administrative Support Coordinator I
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Position Number: 5127620
Location: Bakersfield, CA
Position Type: Secretary and Administrative Assistants

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before December 31, 2024. Any continuation beyond December 31, 2024 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE:

On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,692 - $4,200

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.

SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by April 5, 2024; however, the position will remain open until filled.

POSITION PURPOSE: The Department of Nursing, within the School of Natural Sciences, Mathematics, and Engineering (NSME), provides nursing education to undergraduate and graduate students seeking entry into professional nursing or advanced education. NSME's administrative support staff play a critical role in supporting the School's and CSUB's mission, vision, and values. Under general supervision of the Dean, NSME, and with daily lead direction from the Nursing Department Chair, the Administrative Support Coordinator I (ASC I) will provide and coordinate the full range of complex administrative activities for the department, assist with the department budget, and provide scheduling support. In addition, the coordinator acts as the first point of contact and serves as a resource to the department chair, faculty, staff, and students.

DUTIES & RESPONSIBILITIES:

Coordinate Administrative Activities for Department

Act as the first point of contact for the department in greeting and assisting students, faculty, staff, and community members.
Perform general office functions such as answering phones and conveying messages, screening and distributing mail, taking and transcribing meeting minutes, coordinating travel arrangements and processing travel forms for department personnel, etc. Ensure accurate information is communicated and appropriate referrals are made.
Create, maintain, and complete forms, letters, procedures and reports, and review for completeness and accuracy.
Maintain confidential office files.
Process departmental personnel transactions including hiring, separations, and timekeeping.
Schedule meetings and assist in other event arrangements.
Provide web site support for the department as needed.
Ensure a safe work environment by supporting university safety protocols.
Inventory and procure supplies, equipment, and materials as needed.
Work with Office of the Dean and on and off campus constituents.

Oversee Department Budget

Assist with the planning and management of budgets, including gifts, donations, and special initiatives.
Monitor, project, and reconcile fiscal accounts.
Determine appropriate funding sources.
Oversee payroll processes including processing faculty, staff, and student assistant and work study employment and payroll.
Prepare billing requests and track purchases and revenue.

Scheduling

Enter course schedules and faculty workloads.
Audit for course meeting times, units, and locations.
Process graduation checks and student forms and verify student statuses.
Assist faculty with classroom and materials requests.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High School Diploma or GED and four (4) years of recent (within seven years) progressively responsible administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) –

Regular and reliable attendance is required.
Experience 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 including
MS Word and Excel for correspondence and budget tracking, Outlook for email and calendaring, CMS for budget reconciliation, MyCSUB for absence management, class scheduling, and faculty workload, 25Live for event scheduling, and WCMS for webpage creation and maintenance.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently 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 maintain and reconcile accounts and budgets in accordance to prescribed procedures.
Ability to draft and compose correspondence and standard reports.
Ability to work under general supervision while setting priorities and completing all work in a timely manner.
Excellent problem solving, customer service, communications, and organizational skills.
Ability to coordinate a variety of functions and apply judgment, discretion, and initiative in performing a variety of complex support tasks.
Ability to independently research, analyze, and make recommendations.
Ability to analyze operational and procedural issues and develop and recommend solutions to problems.
Ability to be precise and detailed in performance of challenging clerical work.
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.
Possesses a customer-oriented and service-centered attitude.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

Experience with social media, website maintenance.
Demonstrated skills 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.

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.

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.