Administrative Support Assistant II, Geography
San Diego State University - San Diego, CA

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Full-time, permanent (probationary) position.

The departmental support staff consists of one Administrative Coordinator II, one Administrative Support Coordinator I, one Administrative Support Assistant II, as well as work study and student assistant positions. The Department of Geography conducts a full range of normal departmental activities. The Administrative Support Assistant II position reports to both the Administrative Support Coordinator II and the Department Chair.

The essential duties of this position are to provide clerical and administrative support for the faculty, staff, and students in the Department of Geography; to provide backup support to the Administrative Support Coordinators I and II; and to coordinate the public relations efforts of the department (via YouTube, web-based social networking, newsletters, mailings, etc.).

Salary Range

Salary Range: $2,505 - $3,758 per month (Anticipated Hiring Salary: $2,505 per month). The competitive salary is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.

Responsibilities

Administrative Support to Department
  • Set up and maintain departmental mailboxes, adding and removing faculty, staff, students and visitors as needed, and distribute daily mail in absence of student assistants.
  • Prepare and maintain departmental roster, adding/removing names as necessary.
  • Collect and publish faculty office hours for department.
  • Serve as a point of contact for reservations of projectors, laptops and department conference rooms.
  • Receive and log submissions of travel forms and receipts.
  • Receive and log reimbursement requests.
  • Serve as department receptionist in absence of student assistants.
  • Serve as duplicator machine operator.
  • Prepare for duplication class outlines, handouts, reports, memoranda, and letters as requested by the faculty.
  • Post and distribute flyers and notices.
  • Serve as departmental contact for copier maintenance. Train faculty, staff and students on copier operation. Set up and maintain security codes for departmental copy machine. Update monthly limits for copier use in consultation with department's internal resources committee and order supplies and maintenance checks.
  • Oversee inventory of office supplies, notifying department coordinator of supply needs.
  • Inform students, faculty, and staff of SDSU Research Foundation timesheet deadlines.
  • Collect SDSU Research Foundation timesheets, check for accuracy and signatures, and deliver to Foundation in a timely manner.
  • Collect and submit state attendance summaries for department staff and faculty.
  • Pick up paychecks on state pay days.
  • Daily pickup and delivery of documents for SDSU Research Foundation and Dean's office.
  • Perform other administrative support duties as assigned by department chair and coordinators.
Outreach Activities and Website Maintenance
  • Assist with web page maintenance and upkeep for the department's website. Using Plone or similar program make updates to department website.
  • Assist in maintaining web listing of current research and programs that faculty and students are involved in.
  • Using YouTube and social networks (such as Facebook, Twitter, and blogs), maintain a "friends of geography" list to communicate information about events, research projects, awards, and activities of the department
  • Maintain a database of alumni, friends of geography, emeriti faculty, and community members.
  • Send invitations to alumni, emeriti and friends of the department for department events.
  • Assist the chair regarding public relations strategies.
  • On a semi-annual and as needed basis, draft thank you letters from the chair to donors.
  • Prepare and distribute department newsletter.
  • Coordinate the departmental commencement ceremony, awards reception, department picnic, alumni barbecue and other special events.
Reappointment, Tenure and Promotion (RTP), Faculty Performance, Evaluations, and Leaves
  • Act as liaison between the Dean's Office and the department for the Reappointment, Tenure and Promotion process and Periodic Evaluations.
  • Independently coordinate all RTP processes for department. Serve as department resource for RTP. Deliver pertinent material to faculty related to this process.
  • Ensure that all RTP deadlines are met. Maintain currency with relevant university policies. Advise department chair and departmental personnel committee on formats, deadlines, and policies for department recommendation letters included in RTP files.
  • Assist in preparing and maintaining temporary personnel files according to specified procedures. Assist each eligible faculty in preparing a Personnel Data Summary and compile materials needed for One-of-a-Kind File. Prepare evaluation section of RTP files. Keep log of outgoing files for review by personnel committee members.
  • Assist faculty with post tenure review and periodic evaluations.
Sabbatical and Difference-in-Pay (DIP) Leaves
  • Serve as department resource for Sabbatical and Difference-in-Pay leaves.
  • Notify faculty of eligibility for sabbaticals and DIP leaves. Deliver pertinent material to faculty related to these processes.
  • Assist faculty with sabbatical applications and reports.
  • Ensure that all paperwork associated with sabbatical and DIP leave requests is submitted to the Dean's Office on time.
Faculty Recruiting
  • Independently coordinate administrative support duties for all new faculty recruitments.
  • Attend educational sessions and training on recruitment process and ensure that department's processing of applications and candidates is in accordance with university policies.
  • Advise department chair and hiring committee, as requested, on recruitment processes, deadlines, and policies.
  • Act as liaison between the department and Dean's Office on recruitment matters.
  • Prepare files and confidential log of all applicants.
  • Prepare affirmative action template with applicant names for completion by chair and hiring committee
  • Acknowledge receipt of candidates' letters of application.
  • Place recruitment ads in appropriate journals and through SDSU.
  • Keep access log of file reviews by department faculty members.
  • Make travel and lodging arrangements for final candidates; collect receipts; and set up calendar for on-campus interviews with the Dean, department faculty, students and other appropriate officials.
Visitors, Speakers, and Adjuncts
  • Coordinate administrative support duties for all visiting scholars, visiting students, and adjunct faculty.
  • Process all visa forms for international visitors, coordinating communication with the visitors and the Dean's office.
  • Coordinate new adjunct appointments, updating adjunct list as needed.
  • Renew adjunct list on an annual basis, confirming with a faculty vote on renewals.
  • Work with chair and department coordinator on offer letters, technical needs, and space requirements for incoming visitors.
  • Work with speakers committee to coordinate Geography Speakers & Colloquia Series.
  • Advertise upcoming speakers through various campus online/e-mail methods and prepare and distribute flyers.
Curriculum and Faculty Evaluations
  • Assist with the preparation of catalog updates, course change proposals, and new program proposals.
  • Initiate the on-line faculty evaluation process by accessing the system and entering the date parameters for the semester. Print tabulated results and maintain files for use by faculty in reviews or promotions.

Knowledge, Skills & Abilities

The ideal candidate must possess:
  • Experience to be proficient in performing most or all work assignments.
  • General working knowledge of applicable university infrastructure, policies, and procedures.
  • Thorough knowledge of office methods, procedures, and practices.
  • Fluency in using standard office software packages.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Ability to use standard office equipment.
  • Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
  • 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.
  • Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
  • 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 effectively presenting standard information in writing.
  • Fundamental writing and presentation skills to effectively communicate standard information.
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions.

Experience and Education

Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic arithmetic calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Specialized Requirements
  • Proficiency with Microsoft Office Suite.

Preferred Qualifications
  • Bachelor's degree preferred.
  • Experience working in a university setting.
  • Experience working with Plone or other content management website system or other website development tools.
  • Experience working with SDSU Web Portal.
  • Experience with social networking.
  • Experience with outreach efforts in an academic setting.

Application Procedures

You must submit your application by clicking on the "Submit" button by midnight PST on Wednesday, December 4, 2013. The on-line application should be completed in detail. COMPLETION OF THE ONLINE APPLICATION IS REQUIRED FOR CONSIDERATION, A RESUME ALONE WILL NOT SUFFICE.

To apply for this position, please click on the "Apply Now" button on this page. You must submit your application by clicking on the "Submit" button. If you need assistance completing your application there are instructions available on the Employment Opportunities Website .

Applicants with disabilities requiring special attention and/or interview arrangements may call (619) 594-7099.

SDSU employees are required to sign an Oath of Allegiance.

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 may be funded by a qualifying federal contract, requiring new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS), in partnership with the Social Security Administration (SSA).

This position may be a "designated position" under the Conflict of Interest Code. Candidates accepting a "designated" position will be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Employees who are required to operate motorized vehicles and/or use their personal vehicle more than once a month on University business are required to take a mandatory Defensive Driving course and enroll in the DMV Employee Pull Notice (EPN) Program.

This position may require a background check, including, but not limited to employment verification and evidence of degree(s) and/or certification(s). The selected candidate will be required to submit fingerprints to the LiveScan Print Services. If required for the position, a background check must be completed satisfactorily before any candidate can be offered a position with SDSU.

Equal Employment Opportunity

SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

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