Job Summary:
Under general supervision, the administrative support coordination will provide a full range of secretarial and administrative support to the Environmental Health and Safety Department and Risk Management Office.
Duties and responsibilities:
Administrative Support Duties:
- Provide direct support to the Environmental Health and Safety (EH&S) Director, including but not limited to, scheduling meetings, maintaining calendars, receiving calls, and coordinating appointments.
- Ability to handle multiple work until priorities including assisting with travel arrangements by registering the Director for webinars and conferences, coordinating hotel reservations for the best pricing, inputting travel requests, and facilitating the completion of standard expense reports.
- Receive and handle general department calls, providing professional and timely responses, quality customer service, and routing calls to the appropriate team member or campus resource.
- Utilize standard business math along with budget policies and procedures to monitor the department's budget by tracking expenses, identifying sufficiently funded accounts, and highlighting areas of projected overspending to the Director.
- Create requisitions for Purchase Orders, schedule services with vendors, process invoices, track cost recovery, and monitor payment status to ensure all accounts remain in good standing.
- Maintain an inventory of department equipment and supplies and use the data to make simple projections of potential cost savings.
- Under general supervision, carry out assigned project activities, demonstrating ability to self-start, evaluate project milestones, estimate time requirements, and provide regular progress updates. Accountable for end
- results.
- Communicate deadlines and dependencies to team members to ensure timely completion of interdependent tasks.
- Serve as the designated submitter for department service requests to Facilities Management and Information Technology Services (ITS), tracking requests and providing follow-up to leadership as appropriate.
Process Development:
- Assist in documenting current office procedures and, under general supervision, provide suggestions for enhancing operational processes and standards.
- Assist in the creation and maintenance of an office procedure manual.
- Collaborate with team members to identify opportunities for increased efficiency in administrative workflows.
- Apply knowledge and skills in standard office procedures to contribute insights for process enhancements within the unit.
Record Keeping:
- Maintain accurate and organized records related to department functions and projects.
- Implement and adhere to department records and retention schedules.
- Maintain records related to hazardous waste, medical waste, training, invoices, and associated reports, following guidance provided by specialists.
- Utilize electronic and voicemail systems for efficient documentation.
- Organize departmental efforts to digitize records in new and existing areas, focusing on practical implementation rather than strategic planning.
Customer Service:
- Greet customers and visitors, providing a welcoming and professional atmosphere.
- Utilize thorough, detailed knowledge of applicable university infrastructure, policies, and procedures to respond to general inquiries and provide information to visitors about core departmental functions.
- Answer and promptly log calls, directing them appropriately within the department.
- Address inquiries and requests from individuals at all levels within the organization with professionalism and responsiveness.
- Demonstrate clear and effective communication skills both orally and in writing.
- Provide guidance on standard office procedures and department technology systems to customers as needed.
- Foster a positive and collaborative environment through effective communication.
Customer Engagement and Support:
- Engage with customers to understand their needs and expectations.
- Provide general support related to standard office procedures and department technology systems.
- Offer general overviews of program areas and make appropriate recommendations to empower customers in finding the information they need.
- Identify team engagement opportunities by tracking significant milestones such as staff birthdays and work anniversaries and facilitate recognition opportunities to celebrate team members.
Other Duties as Assigned:
- Undertake other classification related duties as assigned by supervisors or as necessitated by evolving organizational needs.
- Contribute to special projects and initiatives as directed.
Minimum Qualifications:
- High school diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Required Qualifications:
- Experience to be fully functional in all technical aspects of work assignments.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and
- packages.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to apply independently a wide variety of policies and procedures where specific guidelines may not
- exist.
- Working knowledge of budget policies and procedures.
- Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and
- make simple projections.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and
- those sensitive in nature
Preferred Qualifications:
Knowledge and Abilities:
- Working knowledge of the fundamentals of financial record keeping.
- Communication Skills:
- Demonstrated competence in effectively presenting standard information.
- Organizational and Administrative Skills:
- Skill in organizing and planning work to meet schedules and deadlines.
Problem-Solving and Decision-Making:
- Ability to independently handle standard job-related problems.
- Capability to analyze situations accurately and adopt an effective course of action.
- Interpersonal Skills:
- Ability to establish and maintain cooperative working relationships within a diverse multicultural environment.
- Technical Skills:
- Proficiency in using standard software packages for word processing, spreadsheets, and databases.
- Ability to use standard office equipment.
- Initiative and Independence:
- Demonstrated initiative in completing assigned tasks.
- Attention to Detail:
- Ability to review documents for accuracy and completeness.
- Skill in maintaining accurate records and files.
- Adaptability:
- Ability to learn and apply new information and skills.
- Flexibility to adapt to changing work conditions.
- Customer Service:
- Ability to provide standard information to others on policies, procedures, and job-related matters.
- Organizational skills, able to manage multiple tasks and projects, ability to self-initiate tasks and keep sight of multiple deadlines.
- This position serves as the primary front desk representative for the Environmental Health & Safety Department, requiring a high level of professionalism and visibility.
- The incumbent consistently present a positive and welcoming demeanor, as they are often the first point of contact for visitors, staff, and campus community members.
- Strong attention to personal presentation and office appearance is essential to maintain a professional and inviting atmosphere.
- The role requires the ability to handle frequent interruptions and multitask while maintaining a calm and organized demeanor.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information or situations is crucial.
- The position requires a high degree of adaptability to changing priorities and the capability to remain composed under pressure.
License/Certifications:
Valid CA drivers' license
Compensation and Benefits:
Anticipated Hiring Range: $3,864 - $4,200 per month
Classification Hiring Range: $3,864 - $6,072 per month
Work Schedule: Monday – Friday, 8:00 AM – 5:00 PM
The application deadline is : September 27, 2024
The salary offered will take into account internal equity and experience among other factors.
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Full-Time, Non-Exempt, Temporary
This is an Emergency Hire position. Appointment cannot exceed 180 days. This position is not eligible for benefits before 90 days. Eligibility for benefits occur on the 91st day on assignment.
This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).
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.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
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.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
I-9
CSUSB 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 form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
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. 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. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. 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) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
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 CSUSB Benefits at benefits@csusb.edu.
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act
The work may require the ability to work overtime, weekends, and holidays; rotating night, evening, and day shifts; non-standard (8, 10 and 12-hour) shifts and flexible, non-standard workweeks per departmental staffing rules.