DCS Administrative Assistant - Open to CSULB Employees Only

Job Description:

DCS Administrative Assistant - Open to CSULB Employees Only

Description

Job Summary

The purpose of this position is to provide in office reception and direct administrative support to DCS Director, DCS Associate Director (AD), Administrative Coordinator (ASC) and DCS Managers in a variety of routine office clerical and administrative support functions. Assist in providing customer service and administrative coordination to project and construction management teams. Provide customer service to campus users and community at large. This position reports directly to Design and Construction Services Director.

Key Responsibilities

• Provide administrative support directly to the Manager of Design Services and the Capital Projects Program Manager. Responsible for calendar management and issuing correspondence. Independently coordinate the collection and analysis of data and the preparation of materials for presentations. Coordinates activities on behalf of the MDS and CPPM and acts as university wide liaison for this office. Perform special projects as requested.
• Assist DCS Coordinator, coordinate and perform a variety of moderate to complex administrative functions of DCS. Responsible for special projects; travel coordination; procuring office supplies. Assist in processing expenses and invoices; and tracking of staff training. Ensures the completion of required forms and the adherence to campus procedures.
• Aids in facilitating and processing project related tasks ensuring all work orders are created, communicated, and tracked; invoices are processed and filed; ensuring campus policies i.e. parking and key issue are being followed.
• Serves as primary customer service contact and coordinates front office for DCS. Independently representing DCS to campus and local community members, government officials and managing complaints/comments to resolution.

Knowledge Skills and Abilities

Working knowledge of office methods, procedures and practices including complex filing systems and records, the coordination of meetings and schedules, and telephone and customer service skills. Ability to interact positively with all internal and external customers and employees. Ability to take initiative. Ability to prioritize many different clerical tasks. Ability to perform basic arithmetic functions of a transactional nature, including tracking and comparing data. Ability to learn and use the computerized in-house maintenance management system (PlanOn).

Basic knowledge of applicable university policies and procedures. Ability to learn, interpret, and effectively communicate procedures, policies, information, ideas and instructions. Excellent verbal and interpersonal communication skills with the ability to effectively interact with diverse group of individuals. Working knowledge of compatible personal computers, peripherals and Microsoft Office software (Outlook, Word, Excel, PowerPoint). Ability to type a minimum of 45 wpm accurately. Independently representing DCS to local community members and managing complaints to resolution/elevation.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

• Equivalent to three years of administrative support experience required.

Preferred:

• Experience in the areas of planning, design and construction or experience in areas encompassed by higher education design/construction and implementation.

• Advanced MS Office skills.

Physical Summary

• Light work - Job involves some lifting of medium weight objects (10-20 pounds) and/or 10% - 20% of the job involves standing or walking.

Licenses / Certificates

• Valid CA Driver's License

Employees who are required to operate motorized vehicles and/or use their personal vehicle more than once a month on university business are required to take a mandatory Defensive Driving course and enroll in the DMV Employee Pull Notice (EPN) Program.

Department

Design & Construction Services

Classification

Administrative Support Assistant II

Compensation

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $3,680 - $5,417 per month.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY. It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position.

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and 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.

Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

California State University Long Beach is an Affirmative Action/Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, and veteran or military status.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact StaffHR-Accommodations@csulb.edu .

Out of State Employment Policy

California State University, Long Beach, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Advertised: Nov 01 2024 Pacific Daylight Time
Applications close: Nov 15 2024 Pacific Standard Time

Closing Date/Time: 2024-11-15