SASEM Administrative Support Assistant II

CLASSIFICATION TITLE: Administrative Support Assistant II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30 2027.

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: Step 1 $3565 - Step 4 $3859

• However offer amount will be commensurate with candidates experience education skills and training.

CSU CLASSIFICATION SALARY RANGE: $3565 - $5092

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 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under the general supervision of the Vice President of Student Affairs and Strategic Enrollment Management (SASEM) the SASEM Administrative Support Assistant II provides administrative operational and financial processing support for the SASEM Division Office. The incumbent serves as a key support position responsible for coordinating office functions maintaining records processing financial and personnel documents supporting communications and scheduling activities and assisting with division-wide administrative.

DUTIES & RESPONSIBILITIES:

SASEM Administrative Support

• Provide administrative and clerical support to the Vice President of SASEM and division office staff by coordinating daily office activities maintaining schedules and supporting divisional operations.
• Assist with coordinating meetings appointments and division events by scheduling facilities preparing meeting materials confirming attendance and arranging logistical support.
• Prepare proofread format and distribute routine correspondence memoranda reports agendas spreadsheets presentations and other administrative materials in accordance with university standards.
• Maintain and organize confidential electronic and physical filing systems records and reference materials to support accurate recordkeeping and efficient retrieval of information.
• Monitor office communications including phones shared email accounts and visitor inquiries and provide information or referrals to appropriate campus resources and personnel.
• Maintain office supply inventories submit supply orders and coordinate with vendors and campus departments to ensure continuity of office operations.
• Update and maintain calendars contact databases distribution lists and routine administrative tracking documents for the division office.
• Assist with maintaining office procedures and administrative workflows to support efficient and timely completion of division activities and assignments.

Financial Processing & Budget Support

• Process routine financial transactions for the division office including purchase requisitions invoices reimbursements direct pay requests and other financial documents in compliance with university procedures.
• Maintain organized financial files and supporting documentation related to purchases expenditures budgets and payment processing activities.
• Reconcile purchasing card transactions by reviewing receipts verifying documentation and preparing records for submission and approval.
• Track expenditures and maintain budget spreadsheets and financial records to support routine monitoring of divisional accounts and available balances.
• Assist faculty and staff with completing travel requests reimbursement forms and related documentation in accordance with university travel procedures.
• Communicate with vendors Procurement Accounts Payable and campus departments regarding routine purchasing payment status and financial processing questions.
• Compile financial information spreadsheets and supporting documents for reporting reconciliation and record retention purposes.
• Assist with fiscal year-end activities by organizing records preparing documentation and supporting routine financial processing deadlines.

Operational Support

• Prepare review and route administrative forms and documents related to purchasing travel and other division operations.
• Serve as a liaison for routine administrative communication between the SASEM Division Office and campus departments students staff and external partners.
• Monitor administrative deadlines and maintain tracking systems to support timely submission of forms reports and required documentation.
• Maintain spreadsheets databases and tracking logs related to division activities personnel actions purchasing and operational support functions.
• Provide administrative support for divisional initiatives special projects outreach activities and operational assignments as directed.
• Provide backup support for front office and administrative functions to ensure continuity of operations during staff absences or peak workload periods.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE High school diploma or GED and three (3) years of recent (within five years) experience in an office environment.

SKILLS KNOWLEDGE & ABILITIES (SKAs)

• Regular and reliable attendance is required.
• Thorough knowledge of office methods procedures and practices.
• Ability to learn interpret independently and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment discretion and initiative to address problems and develop practical thorough and at times creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature including tracking and comparing data.
• Ability to work with front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding interpreting and communicating procedures policies information ideas and instructions.
• 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.
• 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.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience providing administrative support in a higher education public sector or similar organizational environment.
• Experience processing financial transactions including purchase requisitions invoices travel reimbursements purchasing card reconciliations and budget tracking.
• Demonstrated skills in an institutional/educational environment possessing 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.

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.

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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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.

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.

The California State University (CSU) including California State University Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs activities admission and employment free from discrimination harassment sexual misconduct sexual exploitation dating violence domestic violence stalking and retaliation. TheCSU Nondiscrimination Policyprohibits discrimination and harassment based on any protected status sexual harassment sexual misconduct sexual exploitation dating violence domestic violence stalking prohibited consensual relationships and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams Associate Vice President of Civil Rights & Compliance .