Administrative Assistant

2 months ago

San Bernardino, California, United States CSUSB Full time

Job Summary:

The Administrative Support Assistant will perform a wide range of administrative, clerical, and general office support functions at varying levels of complexity under the direct supervision of the Associate Vice President, Faculty Affairs & Development.

Duties and Responsibilities:

  • Perform standard administrative procedures and practices, including greeting visitors and callers, and directing them appropriately.
  • Respond to routine inquiries from the public, university staff, students, or faculty by providing information and explaining standard policies.
  • Receive, sort, screen, and distribute standard and/or electronic mail, and draft/respond to routine inquiries.
  • Schedule meetings and appointments for the Associate Vice President and others, and monitor and maintain Faculty Affairs & Development calendars.
  • Set up and maintain moderately complex conventional and electronic records and files, involving multiple filing systems.
  • Type and proofread documents, generate standard correspondence and documents, and process forms.
  • Maintain a ticketing system.
  • Collect and maintain data from known sources for standard records and reports, and identify data sources and collect information for special projects.
  • Input and edit text or data for standard or preformatted reports, correspondence, or documents using an online system or standard software, and generate reports.
  • Create and customize simple documents, databases, and/or spreadsheets, including layout, manipulation of software features, and selection of data extracts.
  • Complete verbal employment verification for faculty.
  • Track faculty schedule for a visitation.
  • Send and maintain notifications to colleges.
  • Assist with tracking paper for Student Evaluations of Teaching Effectiveness (SOTE) and digital maintenance.
  • Enter and maintain faculty updates to the campus catalogue.
  • Track registrations.
  • Assist with event setup and preparation.
  • Schedule meetings.
  • Under direct supervision, assist with tracking additional pay entries and emails.
  • Assist with making changes to Faculty Affairs website.
  • Post approved updates and notices.
  • 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.

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.

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