COAST Program Assistant

Classification:   Administrative Support Assistant II
Anticipated Hiring Salary:   Mid to high $3,000's/month
CSU Salary Schedule
Hours:  Full-time / 40 hours per  
FLSA:  Non-exempt  

Priority Screening Date:   August 20, 2022
Recruitment Status:   Open Until Filled

This is a full-time, temporary position through June 30, 2023, with the potential for renewal based on budget and/or operational needs.

ABOUT CSUMB

Powered by an inspiring Founding Vision Statement , California State University, Monterey Bay  (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan  prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Director of the CSU Council on Ocean Affairs, Science & Technology (COAST) and the day-to-day direction of the COAST Program Analyst, the incumbent supports all aspects of COAST programs and projects. Specifically, the COAST Program Assistant provides office support for existing programs and initiatives, supports communications at multiple levels, and provides administrative support to COAST staff.

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

• Organize applications and reviews and respond to inquiries in consultation with the Coordinator. 
• Communicate with Student Travel awardees regarding required award reporting procedures.
• Gather and maintain data related to individual awards, including but not limited to reports from awardees and interns.
• Prepare and enter data into the award database and website.
• Assist in the production of electronic and printed materials (invitations, flyers, graphics).
• Prepare materials for and conduct periodic campus visits as needed to inform students of COAST funding opportunities.  

• Organize proposals and reviews in consultation with the Analyst.
• Assist with awardee progress report tracking.
• Prepare and enter data into the database and website.
• Track student participation in faculty awards.

• Prepare and transmit correspondence.
• Maintain systemwide contact information database.

• Transcribe notes from monthly Executive Committee calls and semi-annual retreats.
• Assist in the production of electronic and printed materials (invitations, flyers, handouts).
• Assist in processing payment requests and travel reimbursements associated with events.

• Find engaging content that is marine, coastal, watershed or climate related or otherwise relevant to COAST and/or the CSU for posting on the COAST website and social media platforms.
• Post content provided by COAST Analyst and Director on the COAST website.
• Regularly post content provided by COAST Analyst and Director on social media platforms (e.g., Facebook, Twitter, Instagram).
• Periodically check the COAST website for pages that need to be updated.

• Assist with annual report development, design and review.
• Assist with annual financial report development and distribution to all 23 campuses as directed.

Other Functions:

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

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional 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:

Entry to this classification requires a 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.  Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require 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 REQUIRED:

Demonstrable knowledge of marine or coastal science. Ability to thrive in a dynamic, fast-paced environment and to quickly adapt to shifts in plans and priorities; flexibility. Demonstrated proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and Google Drive applications. Must be willing to learn Microsoft Access and SharePoint and Adobe Creative Suite if not already proficient. Strong analytical and problem-solving skills and willingness to take initiative. Ability to learn and accurately follow somewhat complex, multiple-step procedures. Excellent interpersonal skills, including approachability and enthusiasm, and a high degree of professionalism. Attention to detail is extremely critical: this position requires a high degree of accuracy while maintaining efficiency. Impeccable oral and written communication skills, particularly with vocabulary and grammar. Excellent time management and organizational skills. Strong ability to establish and maintain professional working relationships, deal effectively with a broad range of people and situations, and work independently.

SPECIAL CONDITIONS OF EMPLOYMENT:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• 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 will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095 .
• This position has been designated as a sensitive position with 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
• Occasional evenings and/or weekend work may be required.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  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.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

Hybrid/Remote work will be considered for this position in the state of California only.

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 14-paid holidays a year. For more information, visit CSU System Benefits . Additionally, 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 University Personnel at (831) 582-3389 or email [email protected]. 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.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action 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.