Job Summary

Under the Supervision of the Director and the led by the Administrative Analyst/Specialist, the Administrative Support Assistant plays a vital role in ensuring the smooth operation of the New Student and Family Programs (NSFP) department. This position provides comprehensive administrative support, contributing to the success of key programs and initiatives such as Student Orientation, Advising, and Registration (SOAR), First-Year Beach Connections (FYBC), and Parent and Family Programs (PFP). The incumbent serves as the front-line representative of the department, delivering exceptional customer service and fostering positive relationships with students, parents, and community members. Key responsibilities include managing front-desk operations, providing accurate program information, coordinating meeting schedules, performing administrative tasks, overseeing student assistants, leading social media campaigns, collecting/co-managing student assistant time sheets, and supporting various office functions as needed. This role is instrumental in assisting incoming newly admitted and current students, along with their families, by connecting them to resources and programs that facilitate a smooth and engaging transition to campus life.

Furthermore, the incumbent provides services that are equitable, inclusive and provide culturally sensitive services that enhance the quality of campus life. This position uses a student centered and equity minded approach in all communication and service efforts.

CSULB has been recognized as one of the Most Promising Places to Work in Student Affairs in 2024.

Key Responsibilities

• Administrative Support - Meet with the Director and Administrative Analyst/Specialist on a regular basis to develop, implement, and evaluate administrative and programmatic support for day-to-day office operations, technical support, records, inventory, activities/events/trainings, evaluation, and customer service/communications/relations.
• Staff support for NSFP programs/events/trainings - Assist Administrative Analyst/Specialist with selection, training, supervision, and evaluation of student assistants; assign tasks/projects and coordinate work schedules.
• Customer Service and Relations - Respond to department phone calls, TDX ticket system, and department emails. Provide administrative support to Ocelot texting campaign by preparing rosters, responding to student messages, and trouble-shooting technical issues.
• Assist with social media campaigns - Collaborate with Student Affairs Communications to develop, implement, and manage the department's social media strategy, practice, and presence.

Knowledge Skills and Abilities

Works collaboratively with the Director, Administrative Analyst/Specialist, Associate Director and various other staff members on department programming, events, and retention efforts. Provides comprehensive administrative support that requires working knowledge of Microsoft Office, PeopleSoft/CMS, CSLink, CFS Data Warehouse, Team Dynamics, Ocelot, Drupal, and DocuSign applications. Fosters positive, working relationships between NSFP, students, parents/family/supporters, faculty, staff, administrators, campus partners, support units, and stakeholders; interpersonal skills to establish and maintain collaborative, cooperative working relationships.

Processes and responds to department mail, phone calls/voicemail, emails, text messages, and in-person inquiries; capacity to understand, interpret, and respond to a broad range of complex issues, procedures, policies, ideas, information, and instructions; and communicate with campus community members and stakeholders in a civil and articulate manner. Experience working within a multicultural university setting, collaborating with individuals from diverse backgrounds and perspectives. This includes engaging with students, faculty, and staff of various ages, socio-economic statuses, cultural identities, and educational experiences. Demonstrates ability to work as part of a team with colleagues and stakeholders; ability to work effectively and productively as part of a team and with all levels of organization.

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.

• Bachelor’s degree, preferred

Physical Summary

• Medium work - Job involves lifting heavy-weight objects (20-40 pounds) and/or 20% - 40% of the job involves standing, squatting, kneeling, or walking. May require pushing or pulling objects within the weight limits.

Licenses / Certificates

Possession of a valid California Driver's License required to operate a university vehicle.

• 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

New Student & Family Programs

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.

Hiring Range: The hiring range for this position is $3,680 - $3,875 per month commensurate with candidate's education, experience, skills, and training.

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

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 July 21, 2017 as a condition of employment.

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.