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Office Assistant, Chinatown Community Learning Center

California State University, Monterey Bay

Details

Posted:

November 7, 2020

Location:

Seaside, California

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Salary:

Open

Office Assistant, Chinatown Community Learning Center

Classification:
Department Name: Health Sciences & Human Servcs
Job Number: FP2020-697
Status: Priority Screening Deadline is 5:00 PM on Friday, November 20, 2020.Position Open Until Filled.
Priority Screening Date: 11/20/2020
Recruitment Status:

Position Description:
This is a full-time (40hrs/week) benefited position dependent upon continued grant funding.

The University Corporation at Monterey Bay is an equal opportunity employer and committed to hiring personnel with competencies and experience related to the regional and State population. The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University Corporation at Monterey Bay is a non-profit 501(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

DEFINITION: This a full-time, 40-hour per week position (Monday - Friday, 9 am - 5pm). This position is dependent upon grant funds, which expire December 31, 2021. In the interim there will be multiple concerted efforts to seek additional funding. PURPOSE: The Office Assistant's primary function to undertake a variety of day-to-day office and clerical tasks to ensure all daily operations run smoothly and perform varied administrative functions in support of Manager for Community Health and Engagement (CHE).

POSITION SUMMARY: The Office Assistant will perform a full range of front desk, clerical, secretarial, and general office support functions that are varied and complex and is responsible for providing clerical and administrative tasks in support of the CHE. This position is under the oversight of the CHE Principal Investigator and the general supervision of the CHE Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Office Assistant duties include:

Maintains office management by prioritizing and responding to daily routine communications. Manages multiple calendars, schedules appointments, groups, workshops, and coordinates large meetings, activities, and events. Represents CHE at various meetings and disseminates essential information to CHE staff, students, and volunteers; prepares minutes or summary notes, and tracks action items meetings as appropriate. Respond to client complaints; intervene in crises, respond to emergencies, and initiate action as required, including contact with emergency response systems; use conflict resolution and de-escalation communication strategies with clients displaying disruptive behavior; provides back-up support to the front desk clerks.

Assembles and distributes information/documents and agendas pertinent to meetings; handles collection and coordination of information related to CHE activities, and initiatives. Coordinates arrangements for training classes and travel related to CHE; prepares and processes travel authorization, reimbursement, and claim forms/documentation. Ensures that confidential information and required documentation are received, completed, and maintained appropriately.

Coordinates short-term and long-term projects with broad impact that may involve coordination with other departments; establishes and maintains a complex system of materials, documents, files and records for both physical and electronic materials, including budgets, reports, logs, and correspondence (i.e. CHE internal databases, CARS, and HMIS).

Identifies supplies, materials, equipment, and services needed for the office and building. Prepares and processes purchase requisition forms; receives and organizes supplies for storage and/or distribution; manages catering orders and processing of invoices and purchase requisitions for University Corporation accounts; creates and tracks work orders for facilities services as needed or requested.

Front Desk Reception and Support duties include:

Open and close the office

maintain safety and security by monitoring all general access areas

Ensure workstations and phones are logged-in and functional

Greet and screen in-person visitors to the front desk of the Undergraduate Advising Center;

Answer and screen a high volume of phone calls from students, families and campus partners

Schedule appointments, assist clients with drop-in sign in

Redirect in person and calls to other campus departments as appropriate

Respond to client complaints; intervene in crises, respond to emergencies, and initiate action as required, including contact with emergency response systems; use conflict resolution and de- escalation communication strategies with clients displaying disruptive behavior

Maintain orderly appearance of the front entrance, reception area, and adjoining rooms; sweep and mop as needed; empty trash; clean restrooms as needed and keep restrooms supplied

Set up classroom space for groups and life skills classes

Facilitate Intake process

Other Functions:

Serves as building emergency coordinator

Performs other job-related duties and special projects as assigned

PHYSICAL REQUIREMENTS:

Ability to: operate a motor vehicle; climb stairs; possess good communication skills; meet the requirements of the classification and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed. Capable of the following extended activities: standing, sitting, climbing stairs. Capable of the following intermittent activities: lifting 25 pounds or more and bending in the performance of infrequently performed office duties.

Knowledge, Skills and Abilities:
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough mastery of English grammar, spelling, punctuation, and editing. Working knowledge of budget policies and
procedures. Expertise in using office software packages, technology, and systems. Knowledge of the various programs and disciplines which encompass the College of Health Sciences and Human Services. Technical fluency in the use of Microsoft Office Suite; Googles G-Suite (Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/Common Management System, HMIS, CARS; intranet drives; and internet browsers.

Ability to: work independently and in a team environment; multitask in a busy environment, set priorities among ongoing activities and projects to meet internal and external deadlines; understand problems from a broader perspective and apply independent judgment, discretion, and initiative to address challenges and develop solutions; effectively handle interpersonal interactions at all levels to coordinate front line contacts with a variety of campus and community individuals requiring effective problem solving, organizational skills, and interpersonal skills; perform standard business math, analyze budget data, and make simple projections; handle confidential information and sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.
Must have own transportation, valid drivers license, and auto insurance and the ability to complete a web-based training in defensive driving.

Minimum Qualifications:
Associates Degree AND
Two years of clerical or administrative experience
Demonstrated understanding of and commitment to CSUMBs vision statement

Specialized Skills:
This position requires flexibility in hours that may include working evenings and weekends.

Preferred Qualifications:

Special Conditions of Employment:

All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with:
This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.

Compensation and Benefits:
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. The hourly rate for this position is: $22.00. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.

University Corporation at Monterey Bay positions are at-will employment.

How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5933

For full consideration, submit the required documents. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.

Internal Number: 2057368

About California State University, Monterey Bay

California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco. Additional Links University Home Page Employment Opportunities Web Page Benefits See how we're Doing What Matters! at Cal State Monterey Bay! About CSUMB

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Office Assistant, Chinatown Community Learning Center

California State University, Monterey Bay

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