Classification: Administrative Support Coordinator II - Non-Exempt
Department Name: Social, Behavioral & Global St
Job Number: MB2018-CB2484
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB’s sustainability initiative is to be carbon neutral.
Under the general supervision of the Dean of the College of Arts, Humanities, and Social Sciences with daily oversight by the Chair of the School of Social, Behavioral, and Global Studies (SBGS), the Administrative Support Coordinator (ASC) is responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations and works independently in exercising discretion and judgment in performing assigned work.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Provides primary support to the Chair and is responsible for the administrative functions of the School. Briefs the Chair regarding progress of routine work and special projects. Tracks, reconciles, and reports office budget expenditures in a timely manner according to the procedures of the College; gathers information for budget evaluation. Reconciles projected operating and personnel expenditures. Provides budget status reports as requested by the Chair. Researches, analyzes, makes recommendations, and prepares draft budget for department events. In collaboration with department personnel, compiles, prepares, and submits requests for special events funding and specialized projects. Works with and applies a wide range of University policies and procedures. Addresses a wide range of problems which require interpreting policies and procedures. Uses ingenuity to compile and document information. Coordinates and works with individuals at all levels within the organization.
In collaboration with the Chair, the ASC develops and inputs curricular scheduling and evaluates enrollment data. Assists the Chair with preparation of course schedules, calendars, course descriptions, brochure copy; maintains accurate and detailed databases related to courses, schedules, and enrollments. Tracks, reviews, and revises all internal documents related to instruction; supports academic advising events and helps prepare materials related to academic instruction and programmatic outreach. Prepares, submits and monitors all lecturer contracts in compliance with CBA and CSU requirements and procedures.
Supports the day-to-day operating needs of the department. Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary to meet the needs of the department. Verifies accuracy of invoices for payment processing. Identifies supplies, equipment, and services needed. Organizes and maintains physical and electronic office files and records. Schedules and attends large meetings, activities, and events called by the Chair, prepares minutes or summary notes, and tracks action items. Handles travel arrangements for department faculty. Provides administrative support services for faculty recruitment. Serves as department timekeeper. Picks up and distributes employee paychecks on a monthly basis. Updates and ensures department web page and publications are current.
Facilitates planning and arrangements of all public events. Coordinates arrangements for guest speakers, including air travel, car rental, hotel accommodations, and hospitality in accordance with CSU policies and procedures. Serves as SBGS liaison with the community and public at large.
Supervises student assistants; determines the methods and procedures by which the student assistant work is to be accomplished; controls the workflow and establishes priorities and deadlines; completes performance evaluations or verifies that they have been completed by direct supervisors.
Performs other job-related duties and special projects as assigned.
Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Special Conditions of Employment:
SPECIALCONDITIONS OF EMPLOYMENT & POSITIONDESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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 as a condition of employment.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with:
responsibility or access/possession of building master or sub-master keys for building access; and
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits:
Anticipated hiring salary in the low- to mid- $3,000’s per month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
Interviews Begin: Early- to mid-January 2019
How to Apply:
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.
Quick Link for Job Posting: 4688
Internal Number: 4688
About California State University, Monterey Bay
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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