PURPOSE OF POSITION:
This position provides administrative/clerical support to the Facilities Development and Management Administration (FDMA). The incumbent is responsible for maintaining department files; inputting data for archiving and file retrieval; coordinating telephone, electronic and written correspondence as directed. Responsible for calendaring meetings, workshops; soliciting information on behalf of FDMA, retrieving data, preparing reports/charts of a varying nature related to programs; coordinating travel and training arrangements. Provides support to FDM in budget activity review; assist or lead special projects as directed; and may oversee day-to-day activities of student assistants.
% of Time
1. General Office Administrative Operation 55%
2. Serve as Support Staff to Committees and Task Forces 20%
3. Special Projects 20%
4. Budget Coordination and Tracking 5%
LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
1. General Office Administrative Operation
a. Responsible for handling incoming telephone calls, emails, or written communication, redirecting, faxing, copying, and providing general program information.
b. Responsible for calendaring, attending and taking notes at meetings and other staff-related or department activities.
c. Drafts, prepares and disseminates communications and reports to various individuals on campus, in the CSU system, members of the general public, or general campus-wide communications, including advisory emails, file documentation, memorandums, brochures and electronic presentations; including PowerPoint documents or web-publishable documents.
d. Responsible for establishing, developing, and maintaining various filing and reporting systems (hard copy and electronic database) for archiving and retrieval.
e. Responsible for coordinating travel arrangements, attendance, calendaring of events and file management.
f. Update and maintain department website.
g. Maintain office equipment (phones, computers, etc.).
h. Order office supplies and department related supplies on ProCard.
i. Facilitate process for new or exiting employees.
j. Assist with time keeping.
k. Coordinate with other Administrative Assistants on various assignments and projects.
l. Assist in coordination of work schedules and providing direction as needed to Student Assistants.
m. Assistance with front desk coverage and support.
n. Other duties as assigned.
2. Serve as Support Staff to Committees and Task Forces
a. Attend meetings, workshops, trainings and participate in committees that support department goals (occasionally offsite).
b. Assist with creating and tracking rebate and incentive forms with utility companies for projects and equipment upgrades.
c. Assist and provide creative ideas in developing marketing strategies, creating and proofing marketing materials for recycling and sustainable initiatives.
d. Assist in researching, preparing and submitting applications for grant funding.
e. Assist in reviewing contracts, request for proposals, etc.
f. Responsible for maintaining the Director's calendar, calendaring program workshops, meetings and other staff-related or department activities.
g. Responsible for travel arrangements, attendance, calendaring of events and file management.
3. Special Projects
a. Responsible for coordinating FDM events such as fairs, workshops, employee morale events and training activities. This includes all logistics, procurement of necessary supplies, processing of applicable paperwork, securing the location and assisting during the event.
b. Provide creative ideas to assist in developing marketing strategies; identify appropriate media to reach target markets; assist with the production and proofing of all marketing materials
c. Assists with special projects such as development and documentation of new processes; exploring new software modules and functionality; compiling standard operating procedure binders and files; organizing and coordinating team-building initiatives.
4. Budget Coordination and Tracking
a. Prepares and processes petty cash reimbursements and direct pay transactions.
b. Prepares and processes travel approval and claim reimbursement.
c. Prepares and processes Pro-Card reconciliation as required.
d. Performs other budget related functions as needed.
PROVIDES LEAD DIRECTION OF OTHERS:
REQUIREMENTS OF POSITION:
1. List education and experience required
a. Four years of responsible administrative support experience required; or an equivalent combination of education and experience
b. Valid State of California driver's license required
a. Experience in a University environment
b. One year of budget coordination experience
c. Fluent in Spanish
d. Experience using PeopleSoft.
2. List knowledge, skills, and abilities required for this position.
a. Thorough knowledge of English grammar, punctuation, and spelling
b. Demonstrated ability to collaborate with multiple entities to plan and accomplish the objectives set forth in the department and university's strategic plan,
c. Demonstrate ability in coordinating ongoing multiple projects from conception to completion in a centralized and highly regulated environment.
d. Strong oral and written communication skills to write and compile reports, presentations, and other types of communications.
e. Demonstrated ability to utilizing Microsoft Office suite with intermediate level Microsoft Excel, Word and Outlook skills
f. Knowledge of PeopleSoft software
g. Working knowledge of budget policies and procedures.
h. Strong customer service skills as incumbent will communicate with a variety of individuals, including students, employees, vendors/contractors, medical providers, the general public and members of the CSU community.
i. Demonstrated ability to work in a university environment where we respect and serve the needs of the students and campus community.
j. Demonstrated ability to work effectively as a member of a supportive team of respect, productivity, innovation and in a diverse employment environment.
k. Demonstrated ability to establish and maintain effective working relationships with others within and outside of the work group
l. Demonstrated ability to adhere to stringent confidentiality requirements due to the handling of a variety of sensitive and confidential information.
m. Demonstrated ability to provide excellent interpersonal and collaborative skills to establish rapport and effectively consult with coworkers, the campus community and the general public.
n. Thorough knowledge of office methods, procedures and practices
o. Working knowledge of applicable university infrastructure, policies and procedures
p. Ability to learn, interprets independently, and applies a variety of complex policies and procedures
q. Ability to identify deviations from applicable policies.
r. Demonstrated ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and at times, creative solutions.
3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
a. Multi-line telephone; desktop computer; photocopier; facsimile machine; general office tools; motor vehicle; tablet
4. Unique working conditions
a. Ability to work in an open landscape office environment where workstation may be shared by other employees. Some travel may be required.
b. Must be able to legally drive a motor vehicle in the course and scope of their work.
Closing Date/Time: Open until filled
San Marcos, California