Administrative Assistant to the Vice President for Student Affairs office (505246)

  • Cal State University (CSU) Channel Islands
  • Camarillo, California
  • Nov 13, 2021
Full Time Administration and Management Clerical and Administrative Support Education and Training

Job Description

Description:

Division of Student Affairs

Administrative Support Coordinator I

RESPONSIBILITIES & DUTIES:

Responsible for ensuring a positive and service excellence-oriented work environment and experience for all students, staff, faculty and visitors. Assists with creating a physical work environment that is welcoming and user-friendly. Responsible for hiring, scheduling, assigning, and overseeing workflow of student assistants. Reviews and evaluates work standards of student assistants and provides performance feedback; determines office needs and develops training for student assistants; and provides mentorship to student assistants. Responsible for front office coverage and coordinated closures. Assists with providing frequent and timely communication with VPSA office staff regarding scheduling issues, office closures, supply orders, celebrations, or other staff related events/activities to ensure adequate notice and minimize delays in service. Provides immediate assistance for all matters of an urgent nature (e.g., campus emergencies, mental or physical distress, complaints, threats, and claims of harassment, etc.), ensures that detailed communication is provided to the appropriate administrator in a timely manner, and provides follow-up to ensure that the matter was responded to accordingly. Provides assistance to students, staff, faculty, and guests regarding general CSU Channel Islands (CSUCI) and Division of Student Affairs (DSA) information. Responsible for responding to inquiries via email, in-person, and telephone and ensuring appropriate coverage during absences to ensure continuity of service. Provides appropriate responses to office questions and/or complaints that require mature judgment, effective communication skills (both written and verbal) as well as full knowledge of the VPSA office, DSA, and University. Performs a variety of moderate office/administrative support functions for the VPSA front office including, but not limited to, word processing, database entry, proofreading, e-mailing, copying, filing, preparing forms, ordering supplies, sorting and preparing information packets for distribution, preparing documents for shipping, on-campus deliveries, website updates, workorder requests, and assisting with tracking protocols. Assists with the execution of various VPSA office events and activities such as, but not limited to, Celebration of Excellence, Student Assistant Celebrations, and DSA staff/student trainings, etc. Serves as a liaison for numerous DSA and University programs and services. Provides general clerical support assisting with the coordination of office and Division-wide logistical processes, such as distribution of emails, database maintenance (e.g., student assistant tracking, student death notices, and contact lists, etc.), Division check-out processes (e.g., powered carts and technology, etc.), as well as administrative support for the student fee committees (e.g., logistical, meeting minutes, and website maintenance). Serves as the Interview Coordinator for the VPSA office. Assists with facilitating the on-boarding process for new staff is the VPSA office. Responsible for ordering and reconciling pro-card purchases for VPSA office staff, as requested. Serves as department pay warrant officer. Answers and redirects phone calls, arranges meetings, travel, and reimbursements for VPSA office staff, as needed. Provides well-researched feedback with respect to office and Division processes to ensure continued efficiencies and effectiveness. Maintains the confidentiality of student information at all times in accordance with FERPA. Provides a broad range of administrative support functions including, but not limited to, calendar administration (e.g., managing meeting requests and scheduling meetings, etc.), meeting preparation and agenda collection, presentation development, coordination of travel arrangements (e.g., conference registration, air travel, car, and hotel, etc.), and completion of reimbursement processes, as needed. Serves on DSA and University committees as directed. Appropriately and professionally represents the VPSA, VPSA office, DSA, and University. Performs additional related duties as assigned.

REQUIREMENTS OF POSITION:

Between three and five years of moderate to complex office experience required. At least two years in a university setting, preferably Student Affairs, preferred. A bachelor's degree may be substituted for one year of office experience. Must have a positive and customer-service oriented professional orientation and be able to assist a diverse population which may include distressed and/or difficult customers. Must have a thorough knowledge of English grammar, punctuation, and spelling. A thorough knowledge of office systems and experience with modern office technology (MS Work, MS Excel, etc.) is required as is the ability to accurately perform data maintenance. Must be organized and follow directions with minimal to moderate supervision and handle multiple tasks with constant interruptions. Must be adaptable regarding emerging priorities and needs. Must be able to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist. Must maintain the confidentiality of student information at all times. Must be able to communicate effectively with a diverse population of students, faculty, staff and community. Must have the ability to work independently and as part of a team, and be able to take initiative in the performance of a variety of tasks. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner. Punctuality and regular attendance is essential. May be required to work evenings or weekends with advance notice as required.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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, revised July 21, 2017, as a condition of employment.

Hiring Range: $3,064 - $3,480 per month

Closing Date/Time: Open until filled

Job Address

Camarillo, California 93012 United States View Map