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Administrative Support Assistant II

Apply now Job no: 523982
Department: Extended Ed & International Ed
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

    • Position Summary
    • Full-time position available on or after March 6, 2023 for Extended Education Operations.


      Under the general supervision of the Director of Program Development & Administration this position provides essential administrative support for all programs within Extended and International Education. This includes providing customer service for students, staff, visitors, and the campus at large; answering questions about Extended and International Education programs and helping in the registration process via face-to-face, email, telephone, and through the CRM system. Additionally, this position provides support to the office in event planning, facilities requests, processing travel requests, scanning of transcripts, and other administrative duties as requested.

    • Job Duties
    • Duties include but are not limited to:
      • Stay abreast and knowledgeable about all Extended and International programs, policies, procedures, and deadlines.
      • Provide front desk administrative support which includes answering telephone calls, email, and face-to-face requests/questions.
      • Interact with students, staff, faculty, and visitors; use judgement and work independently in researching, creatively solving problems, and responding to issues/concerns.
      • Review and verify incoming registrations and verifying payment.
      • Maintain organization of front office and replenish required student registration materials.
      • Verify student completion of certificate programs as needed and deliver certificates to
        students.
      • Assist Program Managers with collection of past due accounts; use judgement and
        discretion when working with collections and finding solutions to helping students get their
        accounts paid.
      • Assist with upkeep of the customer relationship management system (CRM).
      • Make recommendations and implement changes to front office procedures to meet student needs.
      • Provide back-up support as needed for the Administrative Support Coordinator, including scheduling meetings, coordination of Outlook calendar, and other special projects/research.
      • Assist the Administrative Support Coordinator in event planning, scheduling, and catering.
      • Provide direction/guidance to guests and visiting scholars.
      • Assist faculty and staff with travel arrangements and processing travel claims.
      • Assist in maintaining office equipment.
      • Assist in ordering supplies and special equipment.
      • Make room reservations for faculty and staff.
      • Place office work orders.
      • Scan/upload transcripts, maintain confidential files.
      • Act as a department liaison with other departments across the campus such as facilities, cashiering, and the academic colleges.
      • 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

      • Experience working in a higher education setting.
    • 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.
      • A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
    • Special Conditions
    • 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:
      https://calstate.policystat.com/policy/9779821/latest/
    • Salary Range
    • Anticipated salary will be $3,338 – $3,671 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Assistant II range: $3,338 - $4,913 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 14 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
    • February 7, 2023

    • 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 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: Pacific Standard Time
Applications close: Pacific Standard Time

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