Administrative Assistant - 2 Positions Available

Job Description:

Administrative Assistant - 2 Positions Available

Description

Job Summary

The incumbent in this position provides administrative and academic support to the department of Mathematics and Statistics which is a complex academic unit with 100+ faculty, staff, teaching associates, graduate assistant and other employees serving 8,000+ student enrollees each semester.

Key Responsibilities

• Administrative Office Support - Assists students, faculty, staff, and other visitors on the phone and in person by providing information regarding department and university policies, procedures, and services. Maintain a large digital filing system of current and past departmental documents. Assist with faculty hiring which includes keeping track of applicant log, arranging for hotel accommodations, arranging schedule for on-campus interviews, and collecting documents for faculty appointment. Supports the scholarship committee with assistance in sending correspondence to recipients and sponsors, coordinates, and attends the scholarship luncheon, and updates the scholarship display case.
• Academic & Program Support - Assist academic programs and departments with placement questions, and clearing prerequisites in ESM, MATH, STAT, and MTED classes. Attends SOAR as necessary to issue permits. Provide direct support to students by verifying records and clearing prerequisite holds using Peoplesoft; direct students to their major advisor and/or department when necessary. Coordinates mid-year ALEKS PPL testing; schedules test dates, lab reservations, notifies advising centers, monitor list of registered students, disseminates letter with ALEKS code to test takers, issues permit to students with passing score.

Knowledge Skills and Abilities

Demonstrated ability to coordinate various clerical tasks, standard office procedures, adhering to deadlines and adjusting priorities in a dynamic environment. Ability to maintain composure and organization while working under pressure in a fast-paced environment. Excellent interpersonal, oral, and written communication skills necessary to deal with diverse groups of people on the phone, in person and by email. Organizational skills to accomplish timely outcomes.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student, and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

Equivalent to three years of administrative support experience required.

Physical Summary

• Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less).

Department

Mathematics & Statistics

Classification

Administrative Support Assistant II

Compensation

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.

Hiring Range: The hiring range for this position is $3,800 - $4,500 per month commensurate with candidate's education, experience, skills, and training.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $3,680 - $5,417 per month.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation, and sick leave, and 14 paid holidays each year.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY. It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position.

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and 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.

Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

California State University Long Beach is an Affirmative Action/Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, and veteran or military status.

Accommodations

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 StaffHR-Accommodations@csulb.edu .

Out of State Employment Policy

California State University, Long Beach, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

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.

Advertised: Nov 22 2024 Pacific Standard Time
Applications close: Jan 02 2025 Pacific Standard Time

Closing Date/Time: 2025-01-02