Job No. 513908 Administrative Support Coordinator I

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE:  R07

PAY PLAN:  12-month  

SALARY RANGE: $3,276 - $5,148

PAY BASIS:  Monthly

CANDIDATES ELIGIBLE TO APPLY:  Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT:

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy [calstate.policystat.com] and questions may be sent to [email protected] .

POSITION PURPOSE:

NSME's administrative support staff play a critical role in supporting the School's and CSUB's mission, vision and values. The Department Administrative Support Coordinator I (ASC I) in NSME has two main responsibilities: 1) s/he is often the first point of contact for the department, and so must be accessible, welcoming and professional; and 2) s/he ensures that administrative operations of the department run smoothly, working with the Office of the Dean and on- and off-campus constituencies. The ASC I provides a variety of complex and responsible administrative duties in support of the department and serves as a resource to the department chair, faculty, staff, and students.

DUTIES & RESPONSIBILITIES:

• Greet and assist students, faculty, staff, and community members.
• Perform general office functions such as answer phones and convey messages, screen and distribute mail, take and transcribe meeting minutes, coordinate travel arrangements and process travel forms for department personnel, etc.
• Create, maintain, and complete forms, letters, procedures and reports, and review for completeness and accuracy.
• Maintain confidential office files.
• Process departmental personnel transactions including hiring, separations, and timekeeping.
• Schedule meetings and assist in other event arrangements.
• Provide web site support for the department as needed.
• Ensure a safe work environment by supporting university safety protocols.
• Inventory and procure supplies, equipment, and materials as needed.

• Assist with the planning and management of budgets, including gifts, donations, and special initiatives.
• Monitor, project, and reconcile fiscal accounts.
• Determine appropriate funding sources.
• Oversee payroll processes including processing faculty, staff, and student assistant and work study employment and payroll.
• Prepare billing requests and track purchases and revenue. 

• Enter course schedules and faculty workloads.
• Audit for course meeting times, units, and locations.
• Assist students with course scheduling.
• Assist faculty with classroom and materials requests.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE –

• High school diploma, technical/vocational program, or their equivalents combined with four (4) years of recent (within 3 years) administrative support experience.

 SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• 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.
• Demonstrated 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, policies and procedures. 
• Must be willing to travel and attend training programs off-site for occasional professional development.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment utilizing 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.

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.