Job No. 535433 Sse Office Assistant (Antelope Valley Campus)

SPECIAL INSTRUCTIONS TO APPLICANT: This position is at our Antelope Valley Campus located on 43909 30th Street West in Lancaster, CA.

CLASSIFICATION TITLE: Administrative Support Assistant I (Antelope Valley Campus)

UNION CODE: R07

FT/PT: Part-time, 30 hours per week     

PAY PLAN: 12-month    

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $2,629 - $2,775

• However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $2,629 - $3,227

PAY BASIS:  Monthly    

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY:  Open to all qualified applicants.

POSITION PURPOSE: The Administrative Support Assistant I (ASA I) plays an integral role in supporting the School of Social Science & Education undergraduate and graduate departments and programs by providing a welcoming and service oriented environment. The ASA I interfaces with faculty, staff, students, and the community providing varying levels of support in serving as a resource and point of contact for the school.

Under direct to general supervision, the incumbent independently performs administrative and clerical tasks to provide a broad range of support in an effective and organized manner while demonstrating flexibility in handling multiple interruptions. The position requires the ability to communicate effectively, both verbally and in writing, with a diverse array of individuals and situations. Discretion and sensitivity to confidential situations and materials is necessary as well as a desire to provide quality support.

DUTIES & RESPONSIBILITIES:

Customer Service

• Provide customer service to students by answering questions/concerns/issues regarding the undergraduate, credential, certificate, or master's program within the School of Social Science and Education's different departments such as Advanced Education, Teacher Education, and Special Education, or providing a community member with appropriate information or referral.
• Demonstrate a foundational understanding of the university's policies and procedures about admissions, enrollment, the campus, financial aid, or other policies to provide information or referral to students, staff, faculty, and the community, and assist with any issues as needed.
• Problem solve by researching issues, analyzing information and finding a creative solution at times. Follow-up with student or faculty, as necessary, to ensure sound resolution, customer service, and compliance with campus/ department(s) policies and procedures.
• Answer and return phone calls.
• Compose clear and concise correspondence displaying proper use of grammar and professional business writing.
• Schedule appointments and meetings for faculty, coordinating with departments to ensure audio/visual needs are met.

Office Support

• Coordinate and manage the logistics of room scheduling for faculty office hours or department(s) special events.
• Attend meetings, take notes/minutes, transcribe, and distribute.
• Coordinate and manage meeting/special event set-up and break down such as community partner meetings, information sessions, and program interviews.
• Create, maintain, and review school publications and documents for accuracy and record keeping.
• Maintain and track fieldwork placement data and evaluations and verify for accuracy and completeness.
• Data entry into credential and credential alumni databases.
• Oversee office supply inventory/ordering, reconcile statements to bill departments accordingly for accounting.
• Update information and forms on Credential/Teacher Education website.
• Assist in processing/routing forms, reports, and requests for faculty and program advisors, track forms for completion through the approval process.
• Process student add/drop requests and department forms, route student forms for the university.
• Revise or update the schedule of classes for Antelope Valley SSE courses.
• Process incoming mail.
• Utilize PeopleSoft, word processing and spreadsheet, calendar, and email software programs in execution of tasks.
• Maintain office and student files in an organized system.

Information Gathering

• Gather and maintain information session candidate lists.
• Maintain logs or interoffice, SOCI, unit survey, and mailing for tracking of department(s) activities.

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.
• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Working knowledge of English grammar, spelling, and punctuation.
• Ability to use standard office equipment including copiers, scanners, and fax machines.
• 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.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and 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 in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• 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 set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK - involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS: N/A

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 shall be 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.