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Administrative Support Assistant I

Apply now Job no: 524902
Department: Coll of Educat, Kines, Soc Wrk
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

- Position Summary
- Full-time temporary position available on or after May 1, 2023 and ending on or before April 30, 2024 in Teacher Education. Possibility of reappointment is based on budget, department needs, and job performance.
  
  Under the general direction of the Teacher Education Department Chair, this position will provide different levels of clerical support to the Education Specialist (ESCP), Multiple Subject (MSCP), and Single Subject (SSCP) Credential programs; act as the department travel custodian; and act as the liaison between the academic side and the administration of credential programs. This position will also assist the ESCP, MSCP and SSCP Program Coordinators with implementing policies and procedures in the credential programs. This position also entails supporting the event planning and room reservations for various department activities.
- Job Duties
- Duties include but are not limited to:
  - Assist coordinators by running reports to verify coursework and substitutions needed for the various credential programs.
  - Use FileMaker Pro database to review student’s progress.
  - Assist program coordinators with writing letters associated with student teaching/employment/student interviews, and reports.
  - Answer incoming student telephone calls about teacher credential programs and provide basic intake information for students and/or transfer call to the appropriate coordinator of the program.
  - Assist program coordinators with enrollment management, and notifying students of cancelled or change to course offerings.
  - Assist with verification of “selection and review” petitions for all three credential programs and distribute petitions to committee members. Inform students of the committee decision in a timely manner.
  - Assist with the set-up and appointments for student candidate interview days with the credential program coordinators for the Multiple Subject, Single Subject and Education Specialist Credential Programs.
  - Assist with reserving interview locations/rooms; setting up interview and reception rooms; and ordering food items.
  - Confirm and/or revise student appointments and interviewer acceptance to serve.
  - Send letters to prospective credential program candidates of their interview schedule.
  - Check students in the day of interviews and give appropriate forms to fill out for each credential program.
  - Send student credential candidates confirmation letter of acceptance and/or denial letters in to program.
  - Represent the university well to students, interviewers, and the community at large throughout the coordination and execution of the candidate interview process to make it a successful networking opportunity for educators as prospective employers, the students as prospective teachers, and a positive networking and public relations event for the university.
  - Assist with tracking travel for documents and budgets for department chair, staff, and faculty following university procedures.
  - Train new and existing faculty and staff on current travel procedures.
  - Keep chair, faculty, and staff updated about deadlines for submission of travel requests, travel claims and documentation paperwork needed to complete the process.
  - Assist with maintenance of program accounts and monitor expenditures and funding resources.
  - Provide a full range of day-to-day office clerical functions for the department in the daily operations of the Office of Teacher Education.
  - Greet and direct visitors, screen and route incoming telephone calls and respond to inquiries regarding general information about various teacher education programs.
  - Oversee office mail operations; deliver outgoing mail twice a day, and open, sort, and distribute incoming mail daily in a punctual manner.
  - Assist department chair and faculty with paperwork, scanning, and copying as needed.
  - Collect and distribute payroll stubs for faculty and staff.
  - Process, route, log, distribute and/or maintain various program forms and information for students and instructors, including faculty office hours and syllabi each semester.
  - Assist instructors and coordinators with correct procedures and forms to use for various inquiries regarding grade change cards, reprographics, registration option form, university wide petitions, and various other forms used in the day-to-day activities.
  - Oversee scheduling of the Teacher Education Conference room, DBH 118 on the first floor, in conjunction with the shared with the College of Business Administration.
  - Serve as a resource to the campus community and the general public about our department programs, policies, and procedures.
  - Other duties as assigned.
- Minimum Qualifications
- Education: Completion of a high school degree or its equivalent.
  Experience: Some experience in an office environment.
- Preferred Qualifications
- - Fluency using a computer and use of MS Office software package.
  - Some knowledge of PeopleSoft System, Google Drive and Filemaker Pro Database
  - The ability to communicate clearly and accurately both verbally and in writing, with thorough knowledge of English grammar, punctuation, and spelling.
  - Ability to understand, interpret, and communicate procedures, policies, information, and instructions.
  - Ability to create spreadsheets using Excel.
  - Ability to learn new skills quickly.
  - Self-initiated in composing and preparing needed documents and reports as assigned.
  - Ability to complete projects in a timely manner.
  - Ability to establish and maintain cooperative working relationships with faculty, students, administrators, and staff.
  - Knowledge of the mission and function of the College as well as the University.
- Knowledge, Skills, Abilities
- - Ability to understand standard office procedures.
  - Basic knowledge of applicable university infrastructure, policies, and procedures.
  - Working knowledge of English grammar, spelling, and punctuation.
  - Typing and keyboard skills. Ability to use/operate standard office equipment.
  - Ability to use standard word processing and related computer software packages.
  - Ability to learn office technology systems.
  - Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
  - Ability to perform basic mathematic functions.
  - Fundamental writing and presentation skills to effectively communicate standard information.
  - Ability to respond to routine inquires and explain standard policies and procedures to others.
- 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 I range: $3,338 - $4,097 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
- March 27, 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