Under the general supervision of the Administrative
Analyst of the Service Learning Institute (SLI), the
Service Learning Institute Office Assistant will perform
moderate to complex clerical support duties for the SLI.
ESSENTIAL DUTIES AND
RESPONSIBILITIES include, but are not limited to, the
Provides general clerical support for the Service
Learning Department Faculty and Staff. Composes
correspondence, reports, and other documents as
requested. Schedules meetings outside of the SLI,
provides support, and maintains events calendar for
special events. Coordinates and monitors annual and
daily parking permits for staff, guests, and community
partners. Organizes and maintains a complex system of
files and records for both physical and electronic
materials. Performs data entry and duplicates
materials. Assists with the distribution of SL
documents, and collection of requested data and
materials as needed.
Coordinates travel arrangements for all SLI faculty, staff
and student leaders; prepares all Requests for Approval
of Travel (RATs); processes travel and expense
reimbursement requests. Introduces travel procedures
and maintains updated travel guidelines to be followed
by SLI faculty and staff and SL Student Leaders.
Budget and Payroll Tracking:
Assists in tracking the unit's budget expenditures on
both General Fund and grant accounts. Assists in the
preparation of purchase requisition, invoices,
procurement cards, and related budget documents.
Maintains accurate records of invoices and receipts
processed. Processes payments for various events and
special projects. Serves as point of contact for all invoice
and reimbursement questions. Reconciles and processes
procurement cards for both General Fund and grant
Office Supplies and Equipment
Management: Identifies and orders supplies,
materials, equipment and services for the office and/or
requested by staff; receives and organizes supplies for
storage and/ or distribution. Prepares and processes
Purchase Requisition Forms, reimbursement, and
payment request forms; reviews and confirms accuracy
of invoices for approval of payment. Oversees
maintenance of copy, printers, scanners and fax
machines, making vendor calls when necessary.
Monitors the check-out procedures for SLI electronics:
laptops, digital cameras, IPADS, etc.
Special Event Management:
Requests meeting space and catering for events via
Resource 25. Serves as main SLI point of contact for
events. Works directly with appropriate campus and
community entities for catering requests. Helps to
coordinate support for SLI participation in campus-wide
events related to student orientation, graduation,
awards, etc. Provides support for Coordinator of
Community Partnerships to facilitate TB testing and
payment process with Campus Health Center.
Publications and Campus Communication:
Serves as a source of information about
CSUMB administrative processes for SLI faculty, staff
and students. Introduces SL Student Leaders and new
staff to administrative processes as part of orientation
process. Provides design and editing support for SLI
faculty & staff in the production of SLI newsletters,
brochures and other print materials.
Other Functions :
Performs other job-related duties and special
projects as assigned.
KNOWLEDGE, SKILLS AND
Thorough knowledge of: correct
English grammar, spelling, and punctuation, and editing;
office methods, procedures, and practices. General
knowledge of applicable university infrastructure,
policies, and procedures with the ability to identify
deviations from applicable policies; standard office
software packages; budget policies and procedures.
competence in effectively presenting standard
information in writing, and understanding, interpreting,
and communicating procedures, policies, information,
ideas, and instructions.
Ability to: learn, interpret
independently, and apply a variety of complex policies
and procedures; coordinate and monitor the varied and
complex academic advising needs of a diverse student
body; apply independent judgment, discretion, and
initiative to address problems and develop practical,
thorough and, at times, creative solutions;
independently handle multiple work unit priorities and
projects; use a broad range of technology, systems, and
packages; apply independently a wide variety of policies
and procedures where specific guidelines may not exist;
perform standard math of a transactional nature,
including tracking and comparing data; draft and
compose correspondence and standard reports; apply
active problem solving and effective interpersonal skills
when dealing with frontline contacts; read and write at a
level appropriate to the duties of the position; handle
effectively a broad range of interpersonal contacts,
including students, faculty, and administrators that are
sensitive in nature; apply exceptional customer service
skills; establish and maintain effective and cooperative
working relationships within a diverse, multicultural
MINIMUM QUALIFICATIONS :
Equivalent to a high school diploma
AND three years of progressively
responsible general clerical or technical assignments
that have provided the applicant with the knowledge
and abilities listed above. Prospective applicants who
have not had the experience listed may substitute other
evidence of meeting the above qualifications for up to
two years of the required clerical experience.
SPECIALIZED SKILLS REQUIRED :
Proficient in the use of word processing,
spreadsheet, email, scheduling databases, or Internet
software. Demonstrated ability to address the essential
functions associated with this position including the
knowledge and abilities identified above.
DESIRABLE QUALIFICATIONS :
Comfort with editing and document lay-out and
design. Proficiency with both PC and Macintosh.
Desktop publishing experience helpful, especially with
In-Design. Technical fluency with Microsoft Office
Professional Suite, Oracle-
PeopleSoft/ CMS baseline system;
and Google mail and calendaring programs.
Demonstrated understanding of and commitment to
CSUMB's Vision .
SPECIAL CONDITIONS OF
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.
WORK ENVIRONMENT :
Works primarily in a climate controlled environment
with minimal safety/health hazard potential. Mobility
within an office environment. May require travel
between campus offices and off-campus locations.
SALARY RANGE :
$2,505 - $3,758 per month with the anticipated
hiring at or near entry level. CSUMB offers an attractive
employee benefits package, CSU
Benefits R07 . The University Corporation
at CSU Monterey Bay also provides access
to affordable campus housing, Employee Housing .
IMPORTANT INFORMATION :
All candidates must complete and sign a
Background Check Consent Form specific to this position
when interviewed at California State University,
Monterey Bay (CSUMB). A Background Check
includes an education verification (if applicable),
confirmation of dates of employment/salaries and
a criminal history check. A Background
Check will be performed if you are a finalist for this
position. The criminal history check will be
conducted by a third-party agency prior to making the
job offer to the successful candidate.
Internal CSUMB Applicants:
Finalists who are currently employed as a
state employee at CSUMB are not required
to undergo a criminal history background
APPLICATION PROCEDURE :
A completed online application and resume must be
received by Human Resources by 5:00 p.m.
on the priority screen date listed above to be
guaranteed a review . 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 will not fax
For assistance or if you require an accommodation, please call
(831) 582-3389 ,
or TDD at (800) 735-2929.
For computer/online access you may visit the Tanimura & Antle Family Memorial Library ( map ) or our Student Services Building - first floor ( map ). Please check the links provided for the respective hours and the location of each site.
will not fax application materials.
CSUMB is an EEO employer committed to excellence through diversity.
All employees must be eligible for employment in the U.S.
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