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California State University, Monterey Bay

Administrative Support Coordinator - Office of the Dean, College of Science
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Position Number: 5765243
Location: Seaside, CA
Position Type: Secretary and Administrative Assistants

Administrative Support Coordinator - Office of the Dean, College of Science

Job no: 544015
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

**Internal CSUMB Applicants Only**

Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt

Anticipated Hiring Salary Range: $4,076 to $4,755* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: November 13, 2024
Recruitment Status: *Internal CSUMB Applicants Only*

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Dean, College of Science, and lead direction of the Administrative Analyst/ Specialist, the Administrative Support Coordinator II (ASC) is responsible for providing office support to maintain the administrative objectives of the Dean. The ASC II serves as executive assistant to the Dean, establishes and maintains various tracking systems for departmental functional reporting requirements, assists with the preparation of written materials, assists in the departmental budget tracking process and performs basic financial reconciliations, supports various interdepartmental work teams, provides back-up support to the Administrative Analyst/Specialist, monitors Dean's Office projects, works as a liaison between the Dean's Office and other units on campus, and provides general clerical support. The ASC II initiates and creates College promotional projects including special events publicity, updating the College website, and promoting the College through social media.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. General Office Support:

Serves as first point of contact for the office and as executive assistant to the Dean. Maintains calendar, schedules appointments and meetings, drafts communications and reports, and makes travel arrangements and prepares associated travel documents for the Dean. Coordinates College advancement efforts with the Director of Development. Greets, screens visitors, telephone calls, email and mail, taking the required action or referring requests as appropriate; responds to questions from general public, staff, faculty, and students using tact and diplomacy. Assembles and distributes information/documents; handles collection and coordination of information related to College activities. In conjunction with the College Administrative Analyst/Specialist, recruits, hires, and supervises student assistants. Orders office supplies and equipment as needed. Establishes and maintains physical and electronic office files. Ensures that confidential information and required documents are received, completed, and maintained appropriately. Maintains an orderly and presentable office environment. Orders, maintains inventory, and manages sales transaction of College branded promotional materials.

2. Administrative Support and Office Coordination:

Coordinates clerical and administrative support functions across the college in conjunction with the Analyst. Manages a broad range of operational and procedural office and administrative tasks/problems, which may at times require research, analysis and evaluation of information for problem solving. Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, budget, and personnel. Prepares travel, budget, and personnel forms for the College. Reviews submitted documents for completeness, accuracy, and adherence to university policy. Tracks, monitors, and reconciles the Dean's operating office budget. Creates, manages, and adapts systems for tracking documents and for various office processes and workflow. Assists the Analyst in providing mentorship,, direction, and guidance to staff within the College. Assists the Analyst with faculty, staff, and student employment hiring processes and paperwork.

3. Special Events and College Activities:

Coordinates college meetings; college committees, external reviews, and special events. Books event space, coordinates catering needs, creates and maintains contact lists, service agreements, and marketing materials (brochures, flyers and other publications.) Works in collaboration with the Office of the Provost to coordinate the College's participation in University events.

4. Data Analysis and Reporting:

Gathers, maintains, and analyzes information for various purposes including personnel transaction forms for faculty, staff and student appointments, payroll, retention and promotion process, and attendance. Monitors and compiles information on college activities and events for the college website, newsletter and social media.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be highly proficient in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation, and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

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.

SPECIALIZED SKILLS:

Experience in event planning, budget and expense tracking, financial reconciliations, and budget preparation. Microsoft Excel (including pivot tables/charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information). A strong customer service attitude and commitment is essential.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Bachelor's degree. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Prior experience with academic programs in the technology related disciplines. Ability to work in a fast-paced environment with frequent interruptions and provide exceptional customer service. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Strong experience forging collegial relationships in a professional setting.

Experience involving the coordination of administrative support functions in a complex environment. Ability to: anticipate and meet college needs; take initiative to improve operations in a collaborative manner. Proficient in the use of Microsoft Office Suite; Google Workspace (Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; data reporting tools; intranet drives; and internet browsers.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
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 has been designated as a sensitive position with access to:
- or control over, cash, checks, credit cards, and/or credit card account information; and
- access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
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.
May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Office and event coordination often requires physical ability to lift and organize items. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS:

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailinghumanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

To apply, visit https://careers.csumb.edu/en-us/job/544015/administrative-support-coordinator-office-of-the-dean-college-of-science