CLASSIFICATION TITLE: Writing Resource Center/Tutoring Center Administrative Support Assistant

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2027.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $3,565 – Step 5 $3,859

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: Step 1 $3,565 – Step 19 $5,092

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under general supervision of the Associate Vice President for Academic Affairs, Dean of Academic Programs, and under lead direction of the University Tutoring Services Coordinator, the Administrative Support Assistant II provides the full range of moderate to complex clerical and administrative support for the daily operations of the Writing Resource Center and Tutoring Services. The incumbent serves as the primary administrative point of contact for students, faculty, and staff, coordinates front office operations, maintains records and scheduling systems, compiles operational data, and provides lead direction to student assistants. The position exercises independent judgment in applying established policies and procedures, prioritizing workload, and resolving routine operational issues.

DUTIES & RESPONSIBILITIES:

General Administrative & Scheduling Support

• Serve as the primary front office contact for the Writing Resource Center and Tutoring Services, responding to inquiries in person, by phone, and via shared email accounts.
• Provide accurate and general information regarding tutoring services, scheduling procedures, eligibility requirements, and campus resources. Refer complex or sensitive matters to appropriate professional staff.
• Independently triage and resolve routine problems related to appointments, tutor availability, and student access issues in accordance with established procedures.
• Draft and send routine correspondence, confirmations, and notices to students, faculty, and staff.
• Receive, sort, and distribute mail and internal communications.
• Maintain organized paper and electronic filing systems in compliance with university records retention guidelines.
• Prepare, format, copy, and distribute program materials, forms, and informational documents.
• Ensure confidentiality of student records and other sensitive information in accordance with FERPA and university policy.
• Monitor office supplies and initiate replenishment requests as needed to maintain continuous operations. 
• Coordinate and maintain tutoring schedules across multiple service areas using designated scheduling systems (e.g., RunnerConnect or equivalent).
• Schedule student tutoring appointments, confirm attendance, and update appointment records.
• Monitor tutor availability and adjust schedules to ensure adequate service coverage.
• Identify scheduling conflicts and independently resolve routine issues. Escalate unusual or policy-related concerns to the Coordinator.
• Maintain accurate records of tutoring visits and appointment history for reporting purposes.

Tutoring Center Support & Student Lead Direction

• Prepare and maintain operational forms and documentation required for tutoring center functions, including student assistant hiring paperwork, confidentiality agreements, and access forms.
• Collect, review for completeness, and submit student assistant timesheets in accordance with payroll deadlines and procedures.
• Track submission timelines and follow up with student assistants regarding missing or incomplete documentation.
• In the absence of the Coordinator, provide procedural guidance to student assistants regarding office processes, scheduling practices, and customer service expectations.
• Provide day-to-day lead direction to student assistants by assigning clerical tasks, monitoring workflow, and ensuring timely completion of assigned duties.
• Train student assistants on front desk procedures, scheduling systems, confidentiality requirements, and customer service standards.
• Monitor quality and consistency of work and provide feedback within established guidelines.
• Refer performance concerns or disciplinary matters to the Coordinator.

Data Collection & Reporting Support

• Extract and compile tutoring usage data from designated tracking systems (e.g., RunnerConnect).
• Prepare routine reports and data summaries to support assessment of tutoring utilization and outreach campaigns.
• Ensure accuracy and completeness of entered data. Identify discrepancies and resolve routine errors.
• Maintain organized electronic data files to support ongoing reporting needs.   

REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE – High school diploma or GED and three (3) years of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s):

• Regular and reliable attendance is required.
• 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.
• Fluency in using standard office software packages.
• 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.
• Ability to serve as a front-line contact 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.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Bilingual communication abilities in Spanish and English.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect.  All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, AVP of Civil Rights and Compliance, (661) 654-2713.