Job Details

California State University, Bakersfield

Job No. 538416 Administrative Support Assistant l
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Position Number: 5187428
Location: Bakersfield, CA
Position Type: Secretary and Administrative Assistants

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: $3,338 - $4,097

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: Under the direct supervision from the Dean, School of Natural Sciences, Mathematics & Engineering and with daily direction from the Nursing Department Chair, the Administrative Support Assistant (ASA) will serve as the front office receptionist and provide up to moderate complexity administrative and general clerical support to the Department of Nursing, assistance to the Chair, and work collaboratively with the Natural Sciences, Mathematics, and Engineering Dean's Office.

DUTIES & RESPONSIBILITIES:

Comprehensive Records System Maintenance

Maintain comprehensive records system for program accreditation and general office activities.
Compile and organize agenda binders.
Enter and maintain data in the clinical contract database and filing system.
Update and distribute the clinical site rotation schedule.
Input and maintain student records in the database.
Assist with the Clinical Placement system.

General Office Activities

Schedule appointments, conference rooms, meetings and special events.
Process mail, answer phones and emails.
Maintain student, staff and faculty files and documents.
Take department meeting minutes.
Maintain web pages.

Department Supply Maintenance

Maintain supplies needed to ensure department is fully operational.
Purchase office supplies.
Obtain quotes and complete requisitions for equipment.

Budget Support Assistance

Assist with basic processing, reconciling, and preparing reports of operating expenses.
Assist with completing travel authorizations and travel claim.
Assist with processing expenditures.
Assist with determining appropriate funding sources.

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 perform clerical assignments up to moderate complexity, with relatively short work cycles.
Ability to complete assignments with limited use of discretion, judgment, and innovation.
Ability to understand standard office procedures.
Ability to operate standard office equipment.
Ability to perform basic mathematical calculations.
Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
Ability to respond to routine inquiries.
Demonstrated customer service experience requiring a 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.
Fundamental communication skills; ability to effectively communicate standard information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply standard 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.
Basic 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.
Basic knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

Experience in higher education, specifically within a Nursing Department or other accredited program.
Extensive experience with Outlook, PeopleSoft, and Microsoft Office.
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.

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.