Administrative Assistant California State University Maritime Academy
Job Bulletin Number: 103169 Classification: Administrative Support Assistant II Full/Part-time: Full-time Employment Type: Probationary/Permanent Bargaining Unit: 7, CSUEU Pay Plan: 12 month Salary Range: $2,600 - $4,458 per month. Hiring salary anticipated to be $3,120 - $3,467 per month commensurate with education and experience. Benefits: Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information. Department: Office of the Commandant. Pre-Employment Conditions: Background Closing Date: Open until filled. A review of applications will begin Monday, January 28, 2019 and the review period may end at any time thereafter.HOW TO APPLY: Interested parties should submit the Cal Maritime Employment Application, a cover letter and resume. Apply on-line at http://www.csum.edu/web/hr/careers.
ABOUT THE CALIFORNIA STATE UNIVERSITY MARITIME ACADEMY: Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on a scenic waterfront site in Vallejo, the campus serves a student population of approximately 1100 undergraduates and 50 graduate students. The campus currently offers undergraduate degrees in Mechanical Engineering, Facilities Engineering Technology, Marine Engineering Technology, Marine Transportation, Global and Maritime Studies, and Business Administration. A master's degree in Transportation and Engineering Management is offered as well as a number of extended learning programs and courses.
Position Summary: The Office of the Commandant's Administrative Assistant assumes responsibility for the coordination of all clerical and administrative support functions for the Office of Commandant, a dynamic and fast-paced environment. The Administrative Assistant serves as a valuable resource in maintaining this environment by assisting with the day-to-day operations of the office, answering questions, assisting students, parents and others, tracking/reporting student watch reports and Edward's Leadership Development Program (ELDP) progress and performing general office work.
Under the direction of the Commandant of Cadets:
Serves as initial contact for the Office of Commandant. o Answers the office telephone, taking messages when necessary. o Schedules appointments on Commandant calendar. o Arranges for travel as needed for Commandant and Staff. o Answers student, staff, faculty and outside constituent questions accurately via telephone, email or in person regarding office policies and procedures including watch schedules, random drug testing, Edward's Leadership Development Program (ELDP), uniform requirements, and security watches during periods when regular watches are secured. o Enters expenditures to the Commandant's budget account from invoices, credit card purchases, travel reimbursements, monthly phone bills, etc.
Receives, records and files documents/paperwork including but not limited to request chits, ELDP completion reports, watch reports, conduct reports, and formation reports. o Manages reception and tracking of paperwork and documents. o Files paperwork/documents in a timely manner and maintains files accurately.
Provides budget support. o Maintains and submits accurate billing records for charges against the Commandant's budget.
Acts as Department Liaison. o Accurately communicates with other campus departments (Admissions, Registrar, Student Health, Dean's Office, etc.) regarding departmental, student, and billing updates. o Represents Office of Commandant in campus functions and meetings.
Maintains Office's equipment. o Calls for service or enters Work Orders when computers, copier, and fax machine are not functioning. o Orders supplies such as toner and paper as needed. Maintains paper and toner in machines. Attempts to resolve minor malfunctions (paper jams, etc.).
Maintains, runs and provides accurate reports and data as necessary for ELDP including: o Individual student completion of program requirements. o Student status in ELDP. o Maintains and/or creates Excel spreadsheets that appropriately and accurately track all necessary data; updates spreadsheets ensuring that department has up-to-date data at any given time. o Creation of events and other digital infrastructure in accordance with ELDP program needs. o Tracking of awards and honors program.
Assists with the Random Drug Testing program including: o Notifying by email, students selected for random drug test. o Follow-up with testing organization to ensure all students appeared for drug testing o Provide reports on drug testing to Commandant. o Maintain equipment and supplies for drug testing.
Processes accountability system (swipe card reader) for ELDP.
Helps coordinate the administrative portion of student Orientation including, completion of required pre-training, receipt of student handbook, completion of Port-Pass, development of check-in lists.
Prepares and distributes accurate divisional rosters.
Processes formation accountability report. Sends communication regarding those missing formation to Conduct Officer.
Assists in the coordination of special events as they relate to Commandant's office (Preview days, tours, Day on the Bay, Spirit Days, Orientation Week, etc.).
Orders office supplies and equipment.
Retrieves and distributes all incoming mail, memoranda, packages, etc. to appropriate individuals.
Assists with Student Assistant hiring process in collaboration with Human Resources. o Ensures all Office of the Commandant student assistants have completed employment forms. o Reviews and approves student assistant on-line time submissions o Coordinates with Financial Aid for Federal Student Work Study Program
Maintains and updates the Watch tracking system. Enters daily watch report sheets into the Maxim database. Provides reports on individual student's watch status as needed.
Adheres to the Family Educational Rights and Privacy Act (FERPA).
Maintains student data
Updates, maintains and monitors student divisional assignments data in PeopleSoft including but not limited to: students who drop, reenrollments, and change of majors.
Compiles Monthly changes to Divisional Assignment Roster.
High school diploma or equivalent and two years of general secretarial work experience. Some college preferred.
Proficient in the use of Microsoft office software (Word, Excel, Access and Outlook).
General working knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office methods, procedures, and practices.
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.
Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Ability to learn new office technology systems.
Demonstrated competence in effectively presenting standard information in writing.
Working knowledge of PeopleSoft.
Knowledge of Campus Labs, Canvas or Blackboard Learning Management System
A team player with the willingness to take initiative on new projects and embrace change.
Experience in student affairs with exposure to the various elements of student life at a university.
Knowledge of the U.S. Maritime industry
PHYSICAL, MENTAL and ENVIRONMENTAL CONDITIONS: SEDENTARY WORK - involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.
BACKGROUND CHECK: A background check must be satisfactorily completed 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.
ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.
Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with a Disability
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Located in Vallejo, California, The California Maritime Academy (Cal Maritime) is a unique and specialized campus of the 23-campus California State University (CSU) system. We are one of only seven degree-granting maritime academies in the United States ? and the only one on the West Coast.