Job Summary:
Under the direct supervision of the Director of Student Assistance in Learning (SAIL), indirect supervision of the Assistant Vice President (AVP) for Student Success & Education Equity, and lead of SAIL’s Analyst, the Administrative Support Assistant will provide general administrative, clerical, and programming support for SAIL.
Duties and responsibilities
Administration Duties
- The Administrative Support Assistant will provide day-to-day administrative support for the SAIL program under the direct supervision of the Director of SAIL and AVP for Student Success & Educational Equity. In collaboration with the SAIL Analyst (administrative lead), the administrative support assistant will perform the following duties: providing front desk coverage for the SAIL Office, communicating professionally with participants and office visitors via verbal, written, and electronic correspondence (e.g. answering and routing phones, sending emails, greeting visitors as they enter the SAIL Office), and collecting, maintaining, and organizing data for student participants.
- Provide students with general program information and eligibility requirements. Assist students with scheduling appointments and checking in for project services. Support department advising and counseling efforts by maintaining, reconciling, and organizing student files. Provide student files for counselor appointments and process new or returning SAIL student applications.
- Prepare various office forms and memos, maintain the student appointment scheduling software, and assist with phone, email, and Canvas communications to students. Keep track of office supplies and promotional items and communicate any needs to the SAIL's Analyst.
- Assist with maintaining the student participation log and applicable databases for the SAIL project as required by grant guidelines and department leadership. Participate in staff meetings and prepare detailed meeting minutes. Generate reports on student activity levels and assist in the planning and execution of student recruitment presentations with campus partners. Attend trainings to maintain compliance and knowledge of SSS, CSU, and CSUSB policies and procedures.
Event Support
- Prepare and distribute marketing materials such as flyers, posters, and social media posts to promote SAIL events and activities. Track and assist with student registrations for events and workshops. Schedule facility reservations for events and activities. Assemble necessary materials for events and activities and assist on the day of the events
Other classification-related duties as assigned.
Minimum Qualifications:
- High School diploma or its equivalent
- One year of experience in general office clerical work or one year of training in a vocational school/college
Required Qualifications:
- Basic knowledge of applicable university infrastructure, policies, and procedures.
- Working knowledge of English grammar, spelling, and punctuation.
- Ability to use standard office equipment.
- Ability to use standard word processing and related computer software packages.
- Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
- Ability to perform basic mathematical functions.
- Fundamental writing and presentation skills to effectively communicate standard information.
- Ability to respond to routine inquiries and explain standard policies and procedures to others.
Preferred Qualifications:
- General knowledge of office methods, procedures, and practices, and a working knowledge of correct English, grammar, spelling, and punctuation.
- If typing/keystroke skills are required, a keystroke speed of 50 C.W.P.M. is necessary.
- Applicants must possess fundamental writing skills to effectively communicate standard information.
- Applicants must possess the ability to use standard office equipment, along with the ability to use standard word processing and related computer software packages.
- Applicants must possess the ability to perform basic arithmetic functions, along with the ability to respond to basic routine inquiries and explain standard policies and procedures to others.
- Applicants must possess the ability to work cooperatively with a diverse campus community.
- Experience working with diverse populations, including low-income, first-generation, and students with disabilities.
Compensation and Benefits:
Anticipated Hiring Range: $3,505 per month
Classification Salary Range: $3,505 - $4,302 per month
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 (up to one year with the possibility of further renewal)
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is: May 10, 2024
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.
Mandated Reporter
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.
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