ADMINISTRATIVE SUPPORT ASSISTANT (506481)

  • Cal State University (CSU) LA
  • Los Angeles, California
  • Jan 01, 2022
Full Time Clerical and Administrative Support

Job Description

Description:
Bulletin #506481; 12/10/2021 - Revised

ADMINISTRATIVE SUPPORT ASSISTANT
Administrative Support Assistant II
History Department

Salary Range: $2912 - $4592/Monthly

Work Schedule: Full-Time, Monday - Friday, Hours to be determined; Temporary appointment expires on or before one year from date of hire; non-exempt classification.

Essential Functions: Under the general supervision of the Department Chair, the Administrative Support Assistant will provide general office, clerical, and secretarial support for students, faculty, and staff. The full range of work activities includes maintaining files and records; processing standard and electronic mail received at the department office; staffing the department's front desk during regular business hours; answering phone calls to the department office; photocopying and collating course material for faculty and department as needed; assessing office supply inventory needs; using and maintaining office support technology packages including Microsoft Office and GET (PeopleSoft); assisting undergraduate and graduate students by responding to requests for information for the undergraduate and graduate programs; scheduling and arranging appointments; keeping track of faculty office hours; processing of documents and records; information gathering and analysis; and preparing various reports as assigned by the administrative support coordinator or department chair. In addition to these general duties, the Administrative Support Assistant will: maintain electronic and hard copies of the department's course syllabi files and help faculty, if necessary, with the textbook adoption process; submit classroom requests for departmental special events, process key request forms for faculty, staff, and students, post faculty office hours prior to each term; create and maintain student files, answer prospective student queries regarding deadlines, forms, financial assistance, international programs refer students to appropriate departments and offices; enter permits for all students on GET; help with late adds and drops, petitions, reinstatements, academic renewals and appeals; maintain the hallway boards and web pages related to the History Department and inform students of departmental events, course offerings, workshops, deadlines, and policies; assist the Department Chair with compiling data related to the graduate and the undergraduate program; answer the phones at the History Department; assist students and faculty at the front counter of the History Department; generate and maintain Student Evaluations of faculty performance and assist with the completion of Faculty Travel Forms. The incumbent will work closely with a variety of student offices and/or departments, such as the Registrar's Office and the Advisement offices with regard to student records and program requirements, such as grade changes and enrollment issues.

Required Qualifications & Experience: Equivalent to two years of full-time general office experience, which included providing work direction or acting as a lead. Incumbent must have: thorough knowledge of office methods, procedures, and practices; thorough knowledge of English, grammar, punctuation, and spelling; knowledge of MS Word and Excel; and excellent oral and written communication skills. Incumbent must be self-motivated with the ability to: work independently; learn, interpret and apply a variety of complex policies and procedures; identify deviations from applicable policies; use computer technology to access data, maintain records, generate reports and communicate with others; interact in a supportive manner with varying levels of faculty, staff, students, and members of the general public; and have a demonstrated interest and ability to work in a multicultural/multiethnic environment. Demonstrated interest and ability to work in a multicultural/multiethnic environment. 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 may apply for the position.

Desired Qualifications: Experience with academic program support. Knowledge of University academic and fiscal policies. Familiarity with GET and PeopleSoft.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

Closing Date: Review of applications will begin on December 24, 2021 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 revised July 21, 2017, as a condition of employment.


Closing Date/Time: Open until filled

Job Address

Los Angeles, California 90032 United States View Map