Classification: Administrative Support Coordinator II Department Name: College of Science Job Number: MB2019-CB2524 Status: There are two positions available one vacancy in Marine Science and one vacancy in Biology and Chemistry. Open until filled. Priority Screening Date: 06/23/2019 Recruitment Status: Apply today! Application Screening Begins June 24, 2019.
Position Description: Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (www.csumb.edu) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay.
As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general supervision of the Dean of the College of Science, with daily oversight by the Department Chairs of the Marine Science / Biology and Chemistry Departments, the Administrative Support Coordinators are responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations of the undergraduate and Master's-level degree programs within the Marine Science and Biology and Chemistry Departments.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
General Office Administration and Support:
Provides primary support to the department Chair and is responsible for the administrative functions of the department. Greets and screens visitors, telephone calls, email and mail, taking the required action or referring requests as appropriate; responds to questions and inquiries from the general public, staff, faculty, and students using tact and diplomacy. In collaboration with the Chair, assembles, copies, and distributes information/documents; handles collection and coordination of information related to department activities.
Identifies supplies, equipment, and services needed. Maintains complete and accurate records and files, both paper and electronic. Collects syllabi and course evaluations and routes as appropriate. Makes recommendations on day-to-day administrative operations and procedures through consultation and coordination with others, performing independently under general goals. Schedules and coordinates logistics for department meetings, activities and events; such as Capstone Festival, recruitment and advising activities, and other special events.
Prepares materials and information needed by the Chair for meetings, appointments, and briefings. Assists the Chair and faculty in coordinating and completing multiple projects, including program reviews. Assists faculty with their instructional-related needs: printing, scanning, collating a wide range of course related materials; orders exam books and testing materials; runs class rosters. Collects and summarizes information from a variety of relevant sources in support of departmental planning and decision-making.
Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, purchasing, reimbursements, MOU's/Service Agreements, and adjunct faculty contracts and evaluations. Develops practical, thorough, and creative solutions on operational and procedural matters involving coordination and consultation with other departments and using knowledge of the University's and Corporation's policies, regulations, procedures, and structures.
In coordination with vice-chair and operations coordinator, enters course scheduling information in CMS. Reviews and maintains schedule, utilizing reports to identify errors, conflicts, and inconsistencies. Notifies department leadership of issues and helps identify alternative times and locations when needed. Maintains room preference information. Represents SNS at the Scheduling office meetings and disseminates essential information to SNS faculty and staff.
Budget and Finance Support:
Under the oversight of the College Analyst, maintains financial transaction records and spreadsheets; tracks and reconciles budgets against expenditures; researches and reports discrepancies in a timely manner. In coordination with College Analyst, reviews reports and resolves inconsistencies. Coordinates, generates, and processes all financial and transactional forms for the department, including but not limited to travel requests and claims, purchase requisitions, expense claims, budget expense transfers, payment requests, and invoices with accuracy. Creates systems for tracking documents and for various office processes. Reviews procurement card and payroll expense reports. Maintains documentation for department purchases and expenditures. In collaboration with Chair researches, makes recommendations, and prepares draft budgets for operating budget and department events. Provides budget status reports as requested by the Chair.
HR and Payroll Support:
Coordinates and provides administrative support for full-time and part-time faculty and staff recruitment searches. Prepares, submits, and monitors lecturer contract data and associated documents in compliance with CSU requirements and procedures.
Assists with tracking faculty workload, entitlements, and semester buy-out units with supporting grant information and accumulated volunteer workload units. Prepares/submits personnel forms for University and Corporation new hires, special consultants, and volunteers. Ensures a smooth on-boarding experience for new hires. Supports Chair with master payroll certification; tracks employee attendance, and reviews absence entries for Chair approval. Reviews hours reported by student assistants, approves reported time in CMS, and updates budget spreadsheets accordingly. Coordinates lecturer evaluation process.
Data Analysis and Reporting:
Assists the Chair in researching, analyzing, and evaluating information related to a full range of program goals, including program review, annual assessments, faculty workload, and course schedule. Pulls reports from University systems and summarizes data for Chair. Oversees processes to track alumni and analyze student success.
Develops and maintains an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events for students, staff, and faculty, and communicates information and deadlines to faculty and staff. Prepares and disseminates detailed meeting notes; and school-wide newsletters or publications. Maintains department website. Handles sensitive and confidential information both orally and in writing.
In coordination with the Chair, enters course scheduling information in CMS. Reviews and maintains schedule, utilizing reports to identify errors, conflicts, and inconsistencies. Makes recommended changes to course schedule for Time Block Compliance. Identifies errors in preparation for campus census; submits corrections to College Analyst. Maintains room preference information. Represents the department at Scheduling Office meetings and disseminates essential information to department faculty and staff.
Performs other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities: Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.
Minimum Qualifications: Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Specialized Skills: Event planning, budget and expense tracking, financial reconciliations, and budget preparation. Microsoft Excel (including pivot tables/charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information).
Preferred Qualifications: Bachelors degree. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Prior experience with academic programs in the sciences. Ability to work in a fast-paced environment with frequent interruptions and provide exceptional customer service.
Demonstrated ingenuity in developing solutions to problems. Ability to use and quickly learn new office support technology systems, reporting tools, and software packages. Strong communication, organizational and project management skills. Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, mail merges, presentation and graphic design/creative-based software, and electronic scheduling. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential.
Experience involving the coordination of administrative support functions complex environment. Ability to: anticipate and meet department needs; take initiative to improve operations in a collaborative manner. Proficient in the use of Microsoft Office Suite; Google Suite (Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; Hyperion or equivalent reporting tools; intranet drives; and internet browsers.
Special Conditions of Employment:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with access to:
or control over, cash, checks, credit cards, and/or credit card account information; and
This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits: POSITIONINFORMATION:
Type of Appointment: Full-time, probationary
Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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