Administrative Center Coordinator

2 weeks ago

Bakersfield, California, United States California State University Full time
Job No: Administrative Center Coordinator

Job no: 541664
Work type: Staff
Location: Bakersfield
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

CLASSIFICATION TITLE: Administrative Support Assistant 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: $3,505 - $3,700
  • However, offer amount will be commensurate with candidate's experience, education, skills, and training.
CSU CLASSIFICATION SALARY RANGE: $3,505 - $4,302

PAY BASIS: Monthly

BENEFITS: CSUB offers a comprehensive benefits package for eligible employees that includes various medical plans, dental options, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days annually, unlimited sick leave accrual, 14 paid holidays per year, and more. For additional information, please refer to our benefits website.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: The Southern San Joaquin Valley Information Center (VIC) serves as one of nine regional Informational Centers (ICs) in California. In collaboration with the Office of Historic Preservation (OHP) and under the guidance of the State of Historic Preservation Officer (SHPO) and the State Historic Resources Commission (SHRC), these offices form the California Historic Resources Information System (CHRIS). The CHRIS aims to: 1) manage an inventory of confidential historic resources records, reports, and maps, 2) provide historical resources information to both private and public sectors, and 3) offer educational support and information regarding historical resources in California to students and the general public.

Under the direct supervision of the Dean of the School of Social Sciences and Education, and with daily lead direction from the VIC Coordinator, the Administrative Center Coordinator is tasked with delivering moderately complex clerical support to the VIC Coordinator. Key responsibilities include processing incoming confidential resource records and reports for integration into both physical and digital inventories, assisting clients, and performing computer data entry of the inventory's legacy physical documents.

DUTIES & RESPONSIBILITIES:

Process New/Incoming Inventory Documents
  • Review new/incoming confidential resource record and report documents for completeness in accordance with established CHRIS policies and procedures.
  • Assign consecutive file numbers to reviewed resource record and report documents.
  • Plot resource locations and report project area boundaries on 7.5' USGS Topographic Quadrangle maps using ArcGIS, adhering to established CHRIS policies and procedures.
  • Enter select resource record and report document information into a standardized database following established CHRIS policies and procedures.
  • Scan resource records and report documents into PDF format and incorporate files into the VIC digital inventory library.
  • Create folders for hard copy resource records and report documents and integrate files into the VIC physical inventory library.
Client Assistance
  • Respond to phone inquiries, providing answers to basic client questions when feasible, and refer clients to the VIC Coordinator for complex inquiries.
  • Schedule client appointments for in-house research.
  • Assist in-house clients as needed, including retrieving maps and files, answering basic questions, and providing photocopy machine assistance. Refer clients to the VIC Coordinator for complex inquiries.
Data Entry for Physical to Digital Legacy Document Conversion
  • Verify and correct select resource record and report document information from legacy physical documents in a standardized database according to established CHRIS policies and procedures.
  • Verify and correct plotted resource locations and report project area boundaries from legacy physical documents in ArcGIS following established CHRIS policies and procedures.
  • Verify and correct scanned resource records and report documents in PDF format and integrate files into the VIC digital inventory library as necessary.
REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -
  • Regular and reliable attendance is required.
  • Ability to quickly learn office technology systems.
  • Proficiency in Microsoft Office.
  • Basic understanding of applicable university infrastructure, policies, and procedures.
  • Ability to operate standard office equipment.
  • Ability to utilize standard word processing and related computer software packages.
  • Ability to identify and resolve standard problems, referring more complex issues 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.
  • Demonstrated customer service experience requiring a high level of diplomacy and professionalism.
  • Ability to use tact and diplomacy to effectively manage a broad range of 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 within the University, while establishing and maintaining effective working relationships with a diverse population and individuals from various cultural backgrounds.
  • Excellent communication skills; ability to convey information clearly and understandably.
  • 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 prioritize and coordinate multiple assignments with fluctuating and time-sensitive deadlines.
  • Strong computer skills and proficiency with various computer applications including word-processing, spreadsheets, databases, online systems, Internet, as well as online calendaring and email.
  • Working knowledge of or ability to quickly learn University infrastructure.
  • Must be willing to travel and attend off-site training programs for occasional professional development.
  • Must be able to work overtime, occasional holidays, and adjust working hours to meet special job requirements. May be called back periodically to perform work as needed on an emergency basis.
PREFERRED QUALIFICATIONS:
  • College-level coursework in Anthropology and/or History.
  • Previous experience with 7.5' USGS Topographic Quadrangle maps.
  • Previous experience with ArcGIS.
  • 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.

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 is 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.

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