Job No: 514115; 5/11/2022
ADMINISTRATIVE SUPPORT ASSISTANT
Administrative Support Assistant II
Rongxiang Xu College of Health and Human Services
Salary Range: $3,120 - $4,592/Monthly
Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; temporary appointment expires on or before one year from the date of hire; may be extended, may become permanent; non-exempt classification.
Essential Functions: Under the general supervision of the Assistant to the Dean, the incumbent is responsible for managing the front desk of the Rongxiang Xu College of Health and Human Services Dean's Office. The incumbent is expected to have general knowledge and responsibility for the clerical support of the Dean's Office. The incumbent also provides clerical support for the Dean and Associate Deans, including managing calendars and processing forms. The incumbent works with students, faculty and staff on a daily basis and with other offices as needed. Duties include supporting the Dean's Assistant With event planning, Retention, Tenure and Promotion (RTP), faculty files, payroll, requisitions, and room scheduling. The incumbent will serve as a receptionist for the Dean's suite, answer phones and direct calls to appropriate personnel; greet visitors and assist in answering questions regarding the schools and departments within the college as well as provide procedural information. The incumbent will ensure office coverage at all times and provide clerical/administrative services in support of the day today management functions of the college, such as processing paperwork updating filing systems, revising interoffice/confidential telephone list and hallway directories; distribute incoming mail to Dean's suite and college schools and departments; Use office machines such as copier, fax, scanner, shredder, computer and serve as primary contact for repairs of office machinery; maintain office supply inventory for materials and equipment for the Dean's suite; prepare and process purchase requisitions to keep supplies in stock for the suite; keep storage rooms and supply cabinets organized; coordinate and track the usage of the Dean's suite keys to college rooms; prepare and track facilities request, key requests, duplicating request and serves as a primary contact with these offices; deliver on campus mail, including confidential materials and payroll to office twice daily and other errands as needed; post announcements, flyers, posters and poster materials on the bulletin boards and keep bulletin boards up-to-date and orderly; update the college and building directory; and coordinate the annual transportation survey and annual giving solicitation for the college.
Required Qualifications & Experience: Equivalent to two years of general office experience, which included providing work direction or acting as a lead. The incumbent must have thorough knowledge of English grammar, punctuation and spelling; and have knowledge of university policies and procedures such as RTP and recruitment, graduate student requirements and forms; scheduling, budget and procurement. The incumbent must have the ability to operate Microsoft office; draft and compose correspondence and standard reports; operate standard office equipment; perform basic arithmetic calculations; plan, organize, and prioritize work; work under pressure and handle a heavy workload; handle multiple work unit priorities and projects and meet deadlines; provide work direction or act as a lead to support staff; perform limited duties of an administrative nature; respond to routine inquiries and explain standard policies and procedures; troubleshoot student issues and respond to all inquiries and requests; analyze operational problems and develop, recommend, and evaluate proposed solutions; and to apply a wide variety of policies and procedures independently where specific guidelines may not exist. The incumbent must have a demonstrated interest and/or ability to work in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the California State University. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University employees who may apply for the position.
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 system-wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.
California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California
Desired Qualifications: Incumbent should have experience in an academic setting.
Closing Date: Review of applications will begin on May 25, 2022 and will continue until the position is filled; however, the position may close when an adequate number of qualified applicants are received. A COMPLETED ON-LINE CAL STATE LA APPLICATION FOR EMPLOYMENT IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.
Closing Date/Time: Open until filled
Los Angeles, California