Administrative Support, TRIO - University Corporation at Monterey Bay : Job Details

Salary : $44,470.40 - $46,550.40 AnnuallyLocation : CSUMB Main Campus- Seaside, CAJob Type: Full-TimeJob Number: 2024-00042Department: Early Outreach Support PgmsOpening Date: 10/23/2024FLSA: Non-ExemptDescriptionAdministrative Support, TRIOStudent Support Services (SSS) ProgramsGrant Funded Position - Current Funding Until 8/31/2025Priority Screening Deadline: November 6, 2024, all positions are open until filled The University Corporation at Monterey Bay ( Corporation ): The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees. The University: California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.The Community: Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world's most famous golf course, it's easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.DEPARTMENT/PROGRAM SUMMARY The TRiO Student Support Services (SSS) programs (SSS-Regular and SSS STEM-Health Sciences) fall under the umbrella unit called Early Outreach and Support Programs (EOSP). TRiO SSS programs are designed to improve retention and graduation rates of low-income, first-generation, and/or students with disabilities. The programs provide required and permissible services as expressed in federal legislation/regulations.The two programs consist of an Associate Director, SSS Retention Specialist, Administrative Assistant, SSS STEM-HS Academic Coach, and a team of peer mentors. As part of the Early Outreach and Support Programs unit, TRiO SSS-Regular, TRiO SSS STEM-HS and other educational equity programs provide the campus with retention and support services for participants.POSITION SUMMARYUnder the supervision of the TRiO SSS/SSS STEM-HS Associate Director, with overall direction provided by the Director of EOSP and Assistant Director of College Support Programs, the Administrative Assistant performs a variety of moderate to complex clerical assignments in support of the day-to-day operations of both SSS programs. Examples of DutiesESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

Coordinates travel arrangements for staff and project participants; processes various travel documents to include travel requests, registration payments, travel advances and expense claims.

Composes correspondence, reports, and other documents as requested; establishes and maintains a complex system of files and records for both physical and electronic materials.

Assists in the development of brochures, flyers, and informational materials regarding programming and activities.

Assists Coordinator s in tracking the programs' budget expenditures; assists in the preparation of official documents related to personnel, budget, and program performance.

Provides clerical support to the staff including, but not limited to, coordination of publication production, special event coordination, and mass mailings.

Identifies and orders supplies, materials, equipment and services for the office; maintains inventory of office supplies and equipment; organizes supplies for storage and/or distribution.

Prepares and processes various purchasing forms to include, but not limited to, Purchase Requisition, Reimbursement, and Payment Request forms; reviews and confirms accuracy of invoices for approval of payment.

Assists in the supervision of student assistants.

Completion of FERPA Data Security training in order to handle appropriate sensitive student information in a confidential manner

Handle sensitive and/or confidential documents and information where judgment and discretion are essential; ensure confidentiality of all program records and other sensitive information.

OTHER FUNCTIONS

Performs other duties as assigned by supervisor

Promotes and maintains an atmosphere of excellent internal and external customer service within the program and campus community

PHYSICAL WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information. WORK LOCATION

• On-Site Position
• Work Location: Main Campus - 100 Campus Center, Seaside, California

KNOWLEDGE, SKILLS, AND ABILITIESThorough knowledge of correct English grammar, spelling, and punctuation. Knowledge of modern office procedures and practices. General working knowledge of applicable university infrastructure, policies, and procedures. Fluency in using standard MS Office software suites. 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 schedule and distribute work assignments based on shifting priorities. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Knowledge and ability to perform clerical and database work involving independent judgment, accuracy, and speed. Ability to analyze databases and prepare statistical reports; ability to create project schedules, flow charts, and statistical charts; ability to screen telephone calls; visitors, and mail; ability to keep complex records. Requires active problem solving and effective interpersonal skills. Ability to read and write at a level appropriate to the duties of the position. Ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions. Ability to understand and input data for use in budgeting and databases. Ability to establish and maintain cooperative working relationships within a diverse, multi?cultural environment. QualificationsMINIMUM QUALIFICATIONSEducation and Experience:

• Equivalent to three years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required clerical experience.

Special Conditions of Employment:

• Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Must be willing and able to work evenings and weekends as needed.
• Must have own transportation, valid driver's license, and auto insurance and the ability to complete a web-based training in defensive driving. Fluency in using standard office software packages.

DESIRABLE QUALIFICATIONS

• Proficiency with both PC and Mac, CMS PeopleSoft, MS Access, Photoshop, and social media applications. Desktop publishing experience extremely helpful. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Demonstrate a strong commitment to customer service, with a proactive and positive attitude toward assisting others. Experience working with a diverse and multicultural population and performing community service; demonstrated technical literacy.

Special Conditions of EmploymentSPECIAL CONDITIONS OF EMPLOYMENTThe 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. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.The University Corporation at Monterey Bay 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 is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues. Our Equal Opportunity Policy Statement is available here. Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.University Corporation at Monterey Bay positions are at-will employment. CSUMB is a smoke and tobacco-free campus.The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community. 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 University, Monterey Bay Annual Security and Fire Safety Report is available at Sensitive Positions - This position has been designated as a sensitive position with:

• responsibility for the care, safety and security of people (including children and minors), animals and CSU property
• authority to commit financial resources of the university through contracts greater than $10,000 access to, or control over, cash, checks, credit cards, and/or credit card account information responsibility or access/possession of building master or sub-master keys for building access; access to controlled or hazardous substances
• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
• control over campus business processes, either through functional roles or system security access

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:

• This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories:
• Work in a campus police or security department
• Are responsible for campus security
• Are designated as the contact for reporting criminal offenses
• Have significant responsibility for student and campus activities

Special License or Certifications and Conditions:

• May require occasional evenings and/or weekend work.

Questions can be sent to: SALARY AND BENEFITS The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here.The hourly hiring range for this position is $21.38 - $22.38. Classification: Grade 2, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide for details about sick time, vacation, and holidays.The Corporation also offers access to CSUMB's Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.The University Corporation at Monterey Bay also provides access to affordable campus housing: Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. How to apply: All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) ###-####. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation. AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.Benefits: Benefits include medical, dental, vision, life insurance benefits, contributory retirement plan (10% employer contribution after 6 months), 14 paid holidays per year, vacation, and other benefits, effective the first of the month following your hire date. Here is a link to our , which has detailed plan information. Here is a link to the , with general information.Housing: Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. The housing program is managed by the Greystar Company: 831-###-####. Here is a link to more information on 01 Do you have an equivalent to three years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required clerical experience?

• Yes
• No

02 Are you willing to work evenings and weekends as needed?

• Yes
• No

03 Do you have your own transportation, valid driver's license and auto insurance?

• Yes
• No

Required Question