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Educational Opportunity Program (EOP) Assistant more...
Location:Seaside, CA
Company:California State University, Monterey Bay
First posted:May 25, 2017
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Open Date01/24/2017Working TitleEducational Opportunity Program (EOP) AssistantClassificationAdministrative Support Assistant IIDepartment NameEarly Outreach & Support PgmsJob NumberMB2017-CA2278Status

Interviewing

Priority Screening Date02/07/2017Recruitment StatusApply today! Application Screening Begins: Wednesday, February 8, 2017Position Description

PURPOSE:

Under the general supervision of the Director of Early Outreach and Support Programs, and the daily direction of the EOP Coordinator, the EOP Assistant performs a variety of moderate to complex clerical assignments in support of the program. The Educational Opportunity Program is designed to improve retention support of low-income, first generation and/or disabled students. Our students have the potential to perform at the CSU level, but have not been fully able to realize this potential because of economic and educational barriers and/or documented disability. Administrative support duties are shared with another part-time EOP Assistant.

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

  1. Perform a variety of moderate to complex clerical assignments in support of day-to-day operations. Serve as the first point of information relating to EOP matters. Handle incoming calls and visitors; addresses questions and takes required action. Receive, screen and distribute all incoming mail. Assist with data entry of program information.
  2. Coordinate travel arrangements for staff and program participants; prepares and processes various travel documents to include travel requests, registration payments, travel advances and expense claims.Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
  3. Compose correspondence, reports, and other documents as requested. Establish and maintain a complex system of files for both physical and electronic materials.
  4. Assist the Coordinator in tracking the programs budget expenditures. Assist in the preparation of official documents related to personnel, budget and payroll.
  5. Provide clerical support to the staff including, but not limited to, coordination of publication production, special event coordination, and mass mailings.
  6. Identify and order supplies, materials, equipment, and services needed for the office; maintains inventory of office supplies and equipment; organizes supplies for storage and/or distribution.
  7. Prepare and process various purchasing forms to include but not limited to, purchase requisitions, reimbursements, payment request forms; review and confirm accuracy of invoices for approval of payment.
  8. Assist in the supervision of student assistants.

Other Functions:

Perform other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities

Knowledge: General working knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of: English grammar, spelling, and punctuation; office methods, procedures, and practices.

Skills: Fluency in using standard office software packages. Demonstrated competence in: effectively presenting standard information in writing; understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Ability to: use standard office equipment; identify and solve standard problems and refer more complex problems to appropriate staff; learn, interpret independently, and apply a variety of complex policies and procedures; identify deviations from applicable policies; perform basic mathematical functions; respond to routine inquiries and explain standard policies and procedures to others; apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions; perform standard arithmetic functions of a transactional nature, including tracking and comparing data; work with front line contacts and a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.

Minimum Qualifications

Entry to this classification 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.

Required/Specialized Skills

Three (3) years of progressively responsible general clerical experience. Ability to provide excellent customer service, multitask, and handle a myriad of situations with professionalism, flexibility, courtesy, diplomacy and tact. Experience performing receptionist duties, greeting and assisting clients and visitors as well as supporting, monitoring, planning and coordinating clerical work activities, and providing training or assistance to others in work processes and procedures. Proficient in the use of personal computers including word processing, spreadsheets and database software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

Preferred Qualifications

Advanced Excel skills.Experience in information retrieval and data presentation and reporting.Budgetary experience. A university degree or equivalent preferred. Experience working with diverse populations in an academic setting preferred. Bilingual. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; Hyperion, or similar report generation software; and Google mail and calendaring. Highly desirable: Demonstrated understanding of and commitment to CSUMBs Vision.

Special Conditions of Employment

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this 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 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 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 University Police all reports of Clery Act crimes brought to their attention.

This position has been designated as a sensitive position with:

  • responsibility for the care, safety and security of people (including children and minors), animals andCSU property
  • access to, or control over, cash, checks, credit cards, and/or credit card account information
  • responsibility or access/possession of building master or sub-master keys for building access
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty,
  • staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards)

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations. Occasional evenings and/or weekend work may be required.

Compensation and Benefits

SALARY:

$2,539 $4,120 per month, with an anticipated hiring salary range at entry level. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation atCSU Monterey Bay also providesaccess to affordable campus housing, Employee Housing.

How to Apply

For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. If you are viewing this job announcement on any site other than the Cal State Monterey Bay employment site, please visit (please use the apply button below) to apply. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map). Please check the links provided for the respective hours.

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