Administrative Support and Visitor Services Coordinator (ASC I)/ College of Arts & Letters - RAFFMA (2019-01016)

  • San Bernardino
  • San Bernardino, California
  • Aug 03, 2020
Full Time Clerical and Administrative Support Museum and Arts

Job Description

Description:
Employment Status: Full-time, probationary "non-exempt" position (with the possibility of converting to permanent).

Work Schedule: Monday through Friday from 8:00 a.m. to 5:00 p.m.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning January 6, 2020.

Position Summary
Positions in this classification are distinguished by the administrative nature and scope of the support work performed, and often, ongoing work coordination and/or lead responsibilities with notable accountability for the work results of other support staff. The administrative work performed is usually operational and procedural in nature. Work is often project-oriented involving the full scope of activities and accountability from planning, initiation, execution, and coordination to implementation and evaluation. Interpersonal contacts are varied and often at a higher level and tend to involve a broad range of problem-solving activities.

Current employees will be given preferred consideration.

Under the general supervision of Museum Director, the Administrative Support Coordinator I will serve as administrative support staff in the College of Arts & Letters - Robert and Frances Fullerton Museum of Art (RAFFMA).

Typical duties may include, but are not limited to the following:

Administrative Duties:
The incumbent will use judgment and discretion in support of the museum director, staff and visitors, including the campus and general audience.
Some of Incumbent's daily duties include the front desk/reception, answering phone calls, assisting visitors and vendors with any inquiries they may have in regards to general information, museum events, exhibitions, tours, educational programs, payment status, etc.
All Incumbent's duties belong to several general categories, including general administrative ones, visitor services-related, finance, and cash handling-related, event planning and organization-related, and student assistant management-related.
Operational Support:
The incumbent will consist of creating and regularly updating visitor services protocol and procedures, delegating student employee's work hours and tasks, conducting budget reviews and giving recommendations to the museum's director, handling of confidential information, communicating with various department secretaries, college staff, faculty, and other university employees.
Other tasks in this area include retrieving payroll and reimbursement checks for staff and students, requesting and renewing parking passes, as well as ordering supplies.
Opening and closing the museum, and making sure that everything is in order is among the main responsibilities in the area of visitor services.
The incumbent will greet and interact with visitors, providing information and assistance if needed.
The incumbent will also assist with scheduling docent tours, monitor all objects on display, assure comfort and safety of museum visitors, staff and others in the building, sell catalogs and other merchandise, as well as supervise student assistants and volunteers assigned to watching the museum during regular hours and special events.
The incumbent will assist the director and staff in fulfilling the mission and public service mandate of the museum, considering the visitors' quality experience as the top priority.
Other duties in this category include keeping daily attendance records, encouraging visitors to join RAFFMA's mailing list and to become members of RAFFMA, selling and collecting museum parking permits, memberships, and workshop fee revenue, updating museum phone lines, as well as monitoring museum website for the correct display of general museum information.
Budget:
The incumbent will maintain and analyze the museum's accounts, offer recommendations to the director regarding budget allocations based on historical data analysis, monitor funds, and conduct expense/budget transfers.
The incumbent will follow strict cash handling procedures when handling cash payments for parking permits, educational program fees, and membership fees.
The incumbent will be responsible for recording all mail payments, depositing all revenue on a weekly basis, and handling petty cash funds, among other tasks.
Communication Support:
The incumbent will communicate with campus events staff, assist with set-ups and cleanups, monitor event budgets, order necessary items, keep attendance count, ensuring that events are properly staffed by scheduling student assistants and volunteers to assist in front desk duties and verify that CSUSB Alcohol Beverage Policy is followed at all times.
The incumbent will work with student assistants and will be responsible for hiring, scheduling, allocating, and monitoring student assistant funds.
The incumbent will help student assistants to set up theirs in order to optimize their productivity and efficiency.
The incumbent will coordinate all clerical work activities and provide lead work direction and/or training and assistance to others in work processes and procedures.
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.
Knowledge, Abilities, and Skills:
A thorough knowledge of office methods, procedures, and practices.
A thorough knowledge of correct English, grammar, spelling, and punctuation.
A thorough, detailed knowledge of applicable university infrastructure, policies and procedures is required.
A thorough knowledge of office systems and the ability to use a broader range of technology, systems, and software packages is preferred.
The ability to independently handle multiple work unit priorities and projects is required. The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist is required.
The ability to perform standard business math such as calculate ratios and percentages, track financial data and make simple projections is required.
The ability to draft and compose correspondence and standard reports is required.
The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.
Preferred Experience:
Experience with PeopleSoft and other campus-specific software or tools.
Experience in office administration in an academic environment.
Knowledge and experience with Microsoft Word or Microsoft Excel.

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

Job Address

San Bernardino, California 92407 United States View Map