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Campus Operations and Administrative Assistant (Administrative Support Assistant II), Palm Desert Campus

Apply now Job no: 513485
Work type: Staff
Location: San Bernardino - Palm Desert Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

 

About CSUSB

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

  • Build your future
  • Work with the best
  • Be your authentic self
  • Focus on you
  • Make a lasting impact
  • Work for a purpose that is greater than your own
  • Bring everything you are, become everything you want

Department Summary

The Palm Desert Campus of CSUSB is an inspiring community of students, faculty and staff. We are a leader in higher education, driving a positive change not only in our students, but in our local and global communities.

Job Summary

Under the supervision of the Interim Manager of Campus Operations the incumbent is the first point of contact for the students, University members, community and constituents at the Palm Desert Campus. 

Responsibilities include, but are not limited to:

Campus Operations

  • Schedule the campus operations meetings, prepares agendas, PowerPoint and presentation materials; take the minutes.
  • Maintain the operations calendar, campus bulletin boards. Maintain an organized and orderly front office and reception area.
  • Maintain the campus supplies inventory and the supply room (s) for PDC. Submit work orders.
  • Coordinate and update courier schedule, mail deliveries and returns, daily mail distribution, provide comprehensive project assistance for campus operations such as space audits, classroom upgrades, furniture upgrades, student study spaces, signage, office moves and facility projects, understanding project requirements and goals; creating work plans, timelines, and checklists; recommending vendors and facilities, schedule project meetings and guiding others to meet deadlines of projects.
  • Create and develop various spreadsheet, forms and proposals.
  • Prepare various operational reports as requested by the interim manager of campus operations or the campus dean.
  • Collaborate on operations projects with broad, visible impact that involve working with other departments in terms of planning and implementation.
  • At the direction of the interim manager assist with safety emergency plans, floor plans and documentation, collaborate and assist risk management with the dissemination of notifications and/or information regarding campus safety requirements and policies.
  • PDC Rentals and Theater events: Works closely with special events, facilities, vendors, stage managers.
  • Maintain working knowledge of campus events as it pertains to renter groups.
  • Follow up with facilities and IT staff insuring entertainment vendors and renters have onsite assistance.

Customer Service

  • Functions as the PDC administrative customer service liaison for its constituent’s faculty, staff, students and the public at large.
  • Duties include answering campus phone calls and emails.
  • Distributing inquiries to the correct department, division or person. Issue CoyoteOne cards for staff and students, faculty. Staff, students, faculty check distribution, distribute parking permits when needed.

Cashiering

  • At the direction of the cash handling lead /administrative analyst, provide student account inquiries and all cashiering functions including disseminating information and explaining account issues to students/customers.
  • Assist and provide direction to students with paying their fees online.
  • Take student cash payments when necessary.
  • Verify daily bank deposit, receive departmental deposits as needed, reconcile cash drawer.
  • Attend all required training to remain current with financial policies and cash handling procedures.

Clerical

  • Order name badges, business cards for new and existing Palm Desert Campus employees.
  • Assist with copying and duplicating projects.
  • Filing and creating correspondence, process and deliver incoming and outgoing daily mail.

Other

  • Perform all other job-related duties as assigned.

 

 

Employment Status: Full-time, Probationary, "Non-Exempt" position (with the possibility of converting to permanent). 

Application Review Deadline: This position will remain open until filled. The initial review of applications will begin on May 25, 2022.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required. 

Key Qualifications

  • Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
  • General working knowledge of applicable University infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Working knowledge of office methods, procedures, and practices.
  • Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
  • Ability to apply independently in a wide variety of policies and procedures where specific guidelines may not exist. Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
  • Ability to respond to all inquiries and requests related to the university. 
  • Ability to perform standard arithmetic functions of a transactional nature including tracking and comparing data.
  • Ability to handle effectively front line contacts with a variety of campuses and community individuals requiring active program 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. 
  • Ability to draft and compose correspondence and standard reports.
  • Demonstrated proficiency in ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.
  • Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
  • Working knowledge of applicable state and federal employment and education laws and regulations.
  • Working knowledge of and ability to operate standard office equipment and technology including, but not limited to, desktop computer, laptop, copier, fax machine, scanner, and printer.

Education and Experience

  • High School diploma or its equivalent AND two years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
  • Valid California Drivers License and insurance.

Preferred Qualification

  • Experience working in higher education and working with college-aged students.

Salary

Anticipated Hiring Range: $3,120 - $3,440 per month

Classification Salary Range: $3,120 - $4,592 per month

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

 

Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.  Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

 

 

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