Administrative Support Assistant II

Job Description:

Administrative Support Assistant II

Description

• • Position Summary
  • Temporary full-time position available on or after October 14, 2024 and ending on or before October 13, 2024 in Biological Sciences. Possibility of reappointment based on budget, department needs, and job performance. This position is on the 10/12 pay plan with mid June thru mid August off work each year. Benefits and salary are paid over 12 months. In the initial year, pay adjustments may be required to allow the incumbent to adjust to the 11/12 pay plan. Also, income shortfalls may occur depending on the timing of the hire relative to the time in off-work status, and shortfalls may have an impact on benefits.
    
    The ASA II in the Department of Biological Sciences serves as the first point of contact for students, employees, and community members reaching out to the department. They carry out daily duties to support the functioning of the unit. The ASA II is flexible in responding to situations requiring immediate attention as well as in participating in projects that support the longer-term goals of the department.
    
    Under general supervision the ASA II will provide support within the program area assigned.
    Administrative Support Assistants are primarily responsible for providing varying levels of general office, clerical, and secretarial support for students, faculty, and staff. The full range of work activities includes processing mail, maintaining files and records, scheduling and arranging appointments, providing budget support, processing of documents and records, gathering data, preparing standard reports, and interacting with and solving problems for work unit customers and staff.
    
    
  • Job Duties
  • Duties include but are not limited to:
    • Receive department visitors, phone calls, email, and surface mail. Schedule student appointments as appropriate. Manage and update department chair calendar.
    • Manage and maintain biology email server lists for faculty, department programs and 800+ biology majors.
    • Manage and maintain department Google calendar with biology faculty courses and lab rooms. Maintain several biology databases such as biology majors and biology graduates/alumni. Manage and maintain the biology advising database. (separate from the several other databases) with inputting student information, assign advisor, manage advising appointments, maintain student records and transcripts in the Biology Advising Form. Ensure that student advising holds are released via Service Indicators in PeopleSoft.
    • Coordinate new student orientation, assist with registration concerns/problems and with paperwork such as petitions, withdrawals, individual study requests, graduation approvals, and requests for excess units.
    • Track and maintain Biology Faculty Evaluation Sharepoint Process.
    • Helps train, schedule and assign tasks to student assistants.
    • Serve as a resource for department and the public on University policies and procedures.
      Maintain and monitor essential records for the Staples, Smile Copier and Biology Course Fee budgets and accounts while estimate costs, and reporting budget to the Administrative Coordinator and Department Chair while also running CFS Reports and reconciling these accounts.
    • Troubleshoot minor office technology problems/systems.
    • Maintain faculty office hours, schedules & lab schedules every term (electronic and hard copy laminated door schedules).
    • Monitor the availability of department brochures and handouts. Assure that all postings on the department bulletin board are current.
    • Provide support for faculty in preparation of classroom materials including typing, printing, duplication and collating.
    • Use University database to access class and student information as needed by the Department Chair and Faculty members.
    • Maintain curriculum binders and update catalog copy.
    • Maintain inventory of departmental office supplies including supplies for copier, printers and duplicators. Maintain an organized filing system.
    • Prepare key, work order and business card requests.
    • Serve as backup to the department’s ASC II.
    • Other duties as assigned.
      
      
  • Minimum Qualifications
  • Education : Completion of a high school program or its equivalent.
    
    Experience : Some experience in an office environment.
    
  • Preferred Qualifications
  • • AA or Bachelor's degree preferred.
      • Previous related administrative support experience in an academic department.
      • Ability to draft and compose clear and concise correspondence and reports.
      • Demonstrated ability to communicate clearly, effectively, both orally and in writing to answer questions regarding complex policies and procedures to students and other campus employees.
      • Database systems experience, PeopleSoft preferred.
  • Knowledge, Skills, Abilities
  • • Experience to be proficient in performing most or all work assignments.
      • General working knowledge of applicable university infrastructure, policies, and procedures
      • Thorough knowledge of office methods, procedures, and practices.
      • Ability to use standard office equipment. Typing and keyboard skills.
      • Fluency in using standard word processing and related computer software packages.
      • Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
      • Thorough knowledge of English grammar, punctuation, and spelling.
      • 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.
      • Work often involves 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.
      
      
  • Salary Range
  • Anticipated salary will be $3,067 - 3,374 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full range: $3,067 - $4,514 per month)
  • Compensation & Benefits
  • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary
    
    
  • How to Apply
  • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
    
    Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    
  • Application Deadline
  • September 30, 2024
    
    
  • Criminal Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    
    
  • Additional Information
  • Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
    
    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
    
    Clery Act Disclosure
    
    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
    
    Equal Employment Opportunity
    
    The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.
    
    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
    
    CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
    
    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Sep 13 2024 Pacific Daylight Time
Applications close: Sep 30 2024 Pacific Daylight Time

Closing Date/Time: