Administrative Support Assistant

Job Summary

Under the Supervision of the Director and the led by Administrative Analyst/specialist the Administrative Support Assistant plays a vital role in ensuring the smooth operation of the New Student and Family Programs (NSFP) department. This position provides comprehensive administrative support contributing to the success of key programs and initiatives such as Student Orientation Advising and Registration (SOAR) First-Year Beach Connections (FYBC) and Parent and Family Programs (PFP). The incumbent serves as the front-line representative of the department delivering exceptional customer service and fostering positive relationships with students parents and community members. Key responsibilities include managing front-desk operations providing accurate program information coordinating meeting schedules performing administrative tasks overseeing student assistants leading social media campaigns collecting/co-managing student assistant time sheets and supporting various office functions as needed. This role is instrumental in assisting incoming newly admitted and current students along with their families by connecting them to resources and programs that facilitate a smooth and engaging transition to campus life.

Furthermore the incumbent provides services that are equitable inclusive and provide culturally sensitive services that enhance the quality of campus life. This position uses a student centered and equity minded approach in all communication and service efforts.

CSULB has been recognized as one of the Most Promising Places to Work in Student Affairs in 2024.

Key Responsibilities

• Administrative Support: Meet with the Director and Administrative Analyst/Specialist on a regular basis to develop implement and evaluate administrative and programmatic support for day-to-day office operations technical support records inventory
• Staff support for NSFP programs/events/trainings: Assist Administrative Analyst/Specialist with selection training supervision and evaluation of student assistants; assign tasks/projects and coordinate work schedules.
• Customer Service and Relations: Respond to department phone calls TDX ticket system and department emails.
• Manage social media campaigns: Collaborate with Student Affairs Communications to develop implement and manage the departments social media strategy practice and presence.

Knowledge Skills and Abilities

Works collaboratively with the Director Administrative Analyst/Specialist Associate Director and various other staff members on department programming events and retention efforts. Provides comprehensive administrative support that requires working knowledge of Microsoft Office PeopleSoft/CMS CSLink CFS Data Warehouse Team Dynamics Ocelot Drupal and DocuSign applications. Fosters positive working relationships between NSFP students parents/family/supporters faculty staff administrators campus partners support units and stakeholders; interpersonal skills to establish and maintain collaborative cooperative working relationships. Exhibits a positive polite and respectful attitude fostering a welcoming and professional environment. Emphasizes active listening empathy and courtesy in all interactions ensuring constructive and harmonious relationships with students guests colleagues and stakeholders.

Experience working within a multicultural university setting collaborating with individuals from diverse backgrounds and perspectives. This includes engaging with students faculty and staff of various ages socio-economic statuses cultural identities and educational experiences. Demonstrates ability to work as part of a team with colleagues and stakeholders; ability to work effectively and productively as part of a team and with all levels of organization. Develops implements and manages the departments social media strategy; creates and curates engaging high-quality content tailored to the NSFPs audience across various social media platforms; collaborate with Student Affairs communications team to ensure consistent messaging branding and promotion of department initiatives through social media channels.

Capacity to navigate and effectively manage ambiguity as it relates to programs events information dates places and people. Works independently with minimal direction in setting priorities and schedules along with forecasting future department needs; skilled at applying independent reasoned judgment discretion and initiative to address problems and develop practical thorough and technically accurate solutions. Time management skills including prioritizing assignments to complete work in a timely manner; flexibility with changes in workload meeting deadlines competing requirements heavy workload and frequent interruptions; and ability to work under pressure maintain focus and remain calm in a dynamic and fast-paced work environment. Competent in making travel arrangements; familiarity with airline schedules rental car reservations and university travel regulations.

Experience conducting research analyzing information and situations developing detailed reports presenting findings and formulating logical conclusions while evaluating alternatives and their implications. Reliably report to work on time fully prepared to fulfill job responsibilities and communicate effectively with staff about scheduling and advance requests for time off. Proven ability to learn interpret apply and assure compliance with department and university policies and procedures; consistently achieve high-level department standards policies and protocol.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies procedures and guidelines including but not limited to safety civility information security and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the universitys commitment to a vision of excellence.

Education and Experience

• Equivalent to three years of administrative support experience required.
• Bachelors degree preferred
• Ability to work weekends evenings and a flexible work schedule as needed and determined by operational needs

Physical Summary

Medium work - Job involves lifting heavy-weight objects (20-40 pounds) and/or 20% - 40% of the job involves standing squatting kneeling or walking. May require pushing or pulling objects within the weight limits.

Licenses / Certificates

Possession of a valid California Drivers License required in order to operate a university vehicle.

Department

New Student & Family Programs

Classification

Administrative Support Assistant II

CSUEU: Effective 10/1/2025 a new salary step structure and job classifications will be implemented under the CSU-CSUEU Agreement. Job duties will remain unchanged; however this position may be assigned to a new classification with an updated salary range. Employees will be notified of any changes. For more information please visit the CSUEU FAQ on Job Classifications and Steps Implementation.

Compensation

Salary placement is determined by the education experience and qualifications the candidate brings to the position internal equity and the hiring departments fiscal resources.

Hiring Range: The hiring range for this position is $3680- $3875 per month commensurate with candidates education experience skills and training.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $3680 - $5417 per month.

1.0 time-base 40 hours per week.

Duration of Appointment

This is a temporary position for one year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Benefits

Excellent benefits through CalPERS (health vision dental) tuition fee waiver generous vacation and sick leave and 14 paid holidays each year.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY

It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and application will be used to determine whether you meet the minimum qualifications for this position.

Additional Information

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 Revised July 21 2017 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB 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.

Due to the nature of this position current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior treating others with civility and respect and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

Consistent with California law and federal civil rights laws CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity national origin or other protected status. CSULB complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact .

Out of State Employment Policy

California State University Long Beach as part of the CSU system is a State of California Employer. As such the University requires all employees upon date of hire to reside in the State of California.

As of January 1 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.