Job Details

College Administrative Coordinator - Extended Education & International Programs

Classification: Administrative Support Coordinator II
Department Name: Extended Education
Job Number: MB2019-CB2532
Status: Open Until Filled
Priority Screening Date: 10/02/2019
Recruitment Status: Apply today! Application Screening Begins: October 3, 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.

PURPOSE:

Under the general supervision of the Dean of Extended Education and International Programs (EEIP), the Administrative Support Coordinator II performs the full range of moderate to complex clerical, record keeping and financial work assignments in support of the administrative objectives of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Dean Support:

• Performs a broad range of technical/clerical duties in support of the Dean requiring discretion and good judgment when performing assigned tasks. Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
• Manages the Dean's calendar; coordinates on and off campus meetings; schedules, prepares agendas and compiles materials for meetings and conferences. Screens and responds to email and voicemail on behalf of the Dean.
• Coordinates scheduling of domestic and international travel arrangements; prepares and processes travel forms to include authorization, reimbursement and claim forms with backup documentation.
• Prepares procurement card reconciliation, various registrations, expense claims, invoices and other documents on behalf of the Dean generates reports as requested.
• Assists in maintaining a system of documents and files. Prepares reports out of Hyperion and Student Data Warehouse to draft correspondence, reports, and statistical data for use by the Chancellors Office, International Programs, and Extended Education Programs.

College Support:

• Serves as the College Dean's Office point of contact. Greets visitors. Answers inquiries from campus users and the general public pertaining to University policies, procedures and directs inquiries to the appropriate area. Uses working knowledge of the University and department to resolve and/or refer both commonplace and unusual work situations.
• Supports the College with planning and implementation of special events.
• Organizes and maintains the daily office operations. Sorts and processes mail identifying priority items for review or action, and follows up to ensure deadlines are met. Identifies supplies, materials, equipment, and services needed for the office. Prepares and processes office supply orders. Prepares and submits campus work orders for facilities and IT services to meet the day-to-day operating needs of the office. Troubleshoot processes, procedures and research recommended changes.
• Assists the Senior Financial Analyst to audit College travel requests and claims, payment requests, and other financial documents for accuracy. Ensures the invoices and other documents are prepared in accordance with the terms of the agreements, verifies accounting chart-strings are correct, verifies appropriate and auditable backup documentation is included. Assists in maintaining file system for all financial documents and records. Assists in training and educating EEIP staff on financial processes and procedures as necessary. Prepares monthly shared revenue trust fund balance reports, and other reports as requested.
• Provides lead work direction to student assistants.

International Programs Support:

• In collaboration with the Dean, Associate Dean and International Programs Staff, prepares and submits agreements for university/agent/recruiter contracts. Coordinates approval of agreements by the Chancellor's Office; working within the specialized guidelines of the Chancellor's Office Executive Orders, submits agreements for CSUMB approval; tracks the status and expiration of agreements; and uploads contracts to the Chancellor's Office.

Other Functions:

• 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:
Excellent customer service and communication skills. Experience tracking and monitoring budgets, revenue, and expenditures. Ability to perform accurate data entry. Highly proficient in the use of personal computers including word processing, spreadsheet, presentation, and database software.

Preferred Qualifications:
Completion of a high school program, technical/vocational program, or their equivalents AND at least three (3) years of related office work experience. Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft/CMS baseline system for Student, Finance, and HR or equivalent; G Suite (Gmail, Docs, Drive, and Calendar); Hyperion Workspace; 25Live; intranet drives; and internet browsers. Highly desirable: Demonstrated understanding of and commitment to CSUMBs Founding Vision Statement.

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:
  • responsibility or access/possession of building master or sub-master keys for building access; and
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
• 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.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the Universitys liability coverage.
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Requires travel between campus offices and off-campus locations.

Compensation and Benefits:
POSITION INFORMATION:

• Type of Appointment: Probationary, Full-Time
• Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
• Anticipated Hiring Salary: Mid $3,000s mo. /strong>
• CSU Salary Range
• FLSA Status: Non-exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year (pro-rated). 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.

How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5537

APPLICATION PROCEDURE:

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.

GENERAL INFORMATION:

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.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

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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