Employment Status: Full-time, non-exempt, probationary position (with the possibility of converting to permanent).
Work Schedule: Monday to Friday from 8:00 a.m. to 5:00 p.m., occasional evenings and weekends.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning February 5, 2020.
Current employees will be given preferred consideration.
Typical duties may include, but are not limited to the following:
Front Office Reception:
This position coordinates the administrative duties for the Career Center at the Palm Desert Campus (PDC) under the general direction of the Director and with the lead work direction of the PDC Career Services Counselor.
The incumbent provides direct services to clients, faculty, staff and employers/internship sites in support of the Career Center at PDC.
Performs reception duties, including greeting and answering inquiries from clients (not limited to in person, phone and email), data entry, handles all routine correspondence, screens mail, organizes and maintains files, operates all technical software and on-campus computer program necessary to performing job functions including client tracking, completing registrations and email listserves.
Assists in the training and oversee the student workers.
Provides direct support to Career Center staff at PDC and coordinate with SB staff. Provides direct service to staff, schedules appointments, prepares drafts and reports, maintains calendars and takes meeting minutes.
Career Events Coordination:
Plans, coordinates and implements Career Center fairs, employer visits and other special events at PDC. Handles employer registrations.
Arranges for space, catering, parking signs, sponsors, setting up informational tables, scheduling on-campus interviews, facilitates employer and student interaction through Handshake, coordinates tailoring of marketing materials for PDC events with SB staff and coordinates distribution of materials and other related activities.
In collaboration with the PDC Career Services Counselor, sets target goals for employer and client attendance for major events.
Assists in the drafting of employer/jobs annual reports.
Serves as the point-of-contact for the administrative tasks related to internship support for the Career Center at PDC and coordinates activities with SB staff.
Assists in review and evaluation of internship postings for PDC.
Corresponds with internship sites to gather more information. Collaborates with SB staff to review PDC candidates for the Career Center Internship Award (CCIA) to determine if funding criteria are met.
Processes paperwork and communicates with PDC applicants regarding the status of their applicants, post-evaluations and all documents for funded interns.
Provides tracking support for the EXPLORE internship award as it relates to student and faculty contact.
Collaborate with SB staff to tailor email templates and follow the communication calendar for external internship newsletters and flyers.
Assists the PDC Career Counselor and SB staff with tracking of PDC Student Placement Agreement documents.
Maintains currency of the Handshake database for PDC students, faculty, and staff.
Assists in the data management and evaluation of internships using Qualtrics and Handshake.
Employer Relations Support:
Serves as the point-of-contact for the administrative tasks related to employer relations for the Career Center at PDC.
Assists the PDC Career Services Counselor and collaborate with SB staff to review and evaluate job postings.
Corresponds with employers to gather more information.
Notifies students that have applied for a position posted by a non-legitimate employer.
These may include, but are not limited to, office organization and attendance at a variety of departmental meetings, trainings and events which, at times, travel to the San Bernardino campus.
Engages in on- and off-campus professional development in line with an annual professional development plan.
Carries out interoffice duties as assigned.
Contributes to the overall success of career services by performing other duties as assigned.
Education and Experience:
High School Diploma or equivalent AND equivalent to three (3) years of experience in general office administrative and clerical work.
Applicants must have experience using standard office software programs such as MS Word, MS Excel, MS Outlook and Adobe Acrobat.
Knowledge, Skills & Abilities:
Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
Applicants must have the ability to coordinate and prioritize many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
Applicants must have the ability to accurately maintain records and files.
Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis.
Applicants must have demonstrated the ability to maintain a high degree of confidentiality.
Applicants must have the ability to draft and compose correspondence.
Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
Applicants must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
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)
Closing Date/Time: Open until filled
San Bernardino, California