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Office Operations Assistant

2 months ago

San Bernardino, California, United States CSUSB Full time

Job Overview

Under the direct supervision of the Associate Vice President for Faculty Affairs & Development, the Administrative Support Assistant will undertake a comprehensive range of clerical, secretarial, and general office support tasks of varying complexity.

Key Responsibilities

  • Execute standard clerical procedures and practices. Welcome visitors and callers, directing them as necessary. Address routine inquiries from the public or university personnel, students, or faculty by providing relevant information and clarifying standard policies.
  • Receive, sort, screen, and distribute standard and electronic correspondence. Draft and respond to routine inquiries.
  • Organize meetings and appointments for the Associate Vice President and other staff members. Oversee and maintain Faculty Affairs & Development calendars.
  • Establish and maintain moderately complex conventional and electronic records and filing systems.
  • Type and proofread documents, generate standard correspondence, and process forms.
  • Manage the ticketing system.
  • Gather and maintain data from known sources for standard records and reports. Identify data sources and compile 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 spreadsheets, including layout, software feature manipulation, and data selection.
  • Conduct verbal employment verification for faculty.
  • Monitor faculty schedules for visitation.
  • Disseminate and maintain notifications to colleges.
  • Assist with tracking materials for Student Evaluations of Teaching Effectiveness and digital maintenance.
  • Enter and maintain faculty updates to the campus catalog.
  • Track registrations.
  • Assist with event setup and preparation.
  • Schedule meetings.
  • Under direct supervision, assist with tracking additional pay entries and communications.
  • Support modifications to the Faculty Affairs website.
  • Post approved social media updates, notices, and photos.
  • Perform other related duties as assigned.

Minimum Qualifications: Required Education and Experience

  • High School diploma or equivalent AND one year of experience in general office clerical work or one year of training in a vocational school or college.

Required Qualifications

  • Basic understanding of applicable university infrastructure, policies, and procedures.
  • Proficient knowledge of English, including grammar, spelling, and punctuation.
  • Ability to operate standard office equipment.
  • Familiarity with standard word processing and related computer software packages.
  • Capability to identify and resolve standard problems and refer more complex issues to appropriate personnel.
  • 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 collaboratively 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 consider internal equity and experience among other factors.

The CSU system provides a comprehensive benefits 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 annually. Eligible employees may also participate in the fee waiver education program. A summary of benefit information can be found.

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), with some evenings and weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), with some evenings and weekends.