Administrative Support Assistant II (506101)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jan 01, 2022
Full Time Clerical and Administrative Support

Job Description

Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,100.00/month to $3,752.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Student Health & Counseling Services provides basic, augmented and preventive health care to CSUEB Students. These services support the clinic's mission to have students achieve and maintain an optimal state of health so they can achieve their academic and career goals.

The Administrative Support Assistant II performs and assists with administrative support duties including but not limited to personnel, payroll, accounting and procurement processes for Student Health & Counseling Services.

Responsibilities

Accounting and Procurement Support

Work within the University and Student Health & Counseling Services guidelines to facilitate placement, tracking, and payment of ordered supplies and services. Component of this function include but are not limited to:
  • Process appropriate submission of documents for the purchase of supplies and services, using various University processes such as Express Purchase Order, Reprographics, Procurement Credit Card, etc.
  • Assist in the processing of Department's Travel Reimbursements, as needed.
  • Work with vendors to obtain current pricing, item description, etc.
  • Collaborate with University's Accounting, Procurement and Receiving Departments to facilitate timely and accurate processing of supplies and services.
  • Follow up to resolutions of any outstanding accounting, payroll, personnel, and procurement issues.
  • Verify and deposit daily SHCS augmented fees for services rendered.
  • Process and log invoices for signature approval and payment.
  • Prepare and follow through on work orders and service tickets.
  • Save and organize all accounting and procurement documents onto the Department's shared drive.

Personnel and Payroll Support

Works within University and Student Health & Counseling Services policies and procedures to provide back-up assistance in maintaining and tracking the personnel and payroll activities of the SHCS employees. Components of this function include but are not limited to:
  • Support department's hiring committee members with the hiring and recruitment requests, as needed.
  • Schedule job interviews with prospective applicants, as needed.
  • Coordinate and conduct new employee orientation, as needed.
  • Prepare and maintain attendance and payroll documents on all SHCS rostered and non-rostered, student assistants, interns and volunteer employees, as needed.
  • Maintain in-house employee documents, including but not limited to copies of training certificate of completions, e-FAF's, e-SAF's, SEAF's, Payroll Sheets, etc., as needed.
  • Process the Separating Employee Clearance form on all SHCS employees, as needed.
  • Maintain the professional medical staff's completed peer review documents.
  • Perform payroll duties monthly, i.e. Attendance Sheets, 634, etc., as needed.
  • Maintain inventory of SHCS key assignments.
  • Update Staff picture board and mailboxes, as needed.
  • Handle confidential files and information daily.
  • May serve on SHCS hiring committee.
  • Assist with new staff on boarding activities.

Administrative Support Duties
  • Assist in the minute taking of various committee meetings in the absence of the Administrative Support Coordinator, as needed.
  • Assist in the Department's mail distribution, as needed.
  • May serve on various University or Student Health & Counseling Services committees and task forces, as requested.
  • Assist in answering, screening and routing phone calls, as needed.
  • Assist in maintaining the SHCS Conference Room schedule, as needed.
  • Manage the Executive Director's appointment schedule, as needed.
  • Assist in documentation of functional area policies and procedures and trains department staff in their implementation.

Required Qualifications

Required to use a variety of office support technology and systems, including: one or more applications such Point N Click (PNC), the Department's medical management system, Microsoft Office and PeopleSoft. The use of electronic and voice mail. Ability to learn, interpret independently and apply a variety of complex policies and procedures.

Ability to: maintain files, schedule and arrange appointments, provide budget support, process documents and medical records, gather data, prepare standard reports, and interact with and solve problems for work unit customers and staff.

Computer skills required to meet job performance expectations. Proficient in Microsoft Office especially Word, Excel and PowerPoint and Google for Education Suite. Knowledge of English grammar, punctuation, and spelling.

Minimum Qualifications

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 mathematical 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.

Preferred Skills and Knowledge
  • Medical terminology highly desirable.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

As a state disaster worker, all public employees may be called and assigned to perform work during a disaster.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map