Administrative Assistant, Corporation Administration

Administrative Assistant, Corporation Administration

University Corporation at Monterey Bay

Salary: $23.00 – $28.00 Hourly

Job Number: 2023-00024

Location: Ryan Ranch Office- Monterey, CA

Department: Foundation Auxiliary Services

Description

Open Until Filled. Priority Screening Date: August 31, 2023

This is a full time position; 40 hours per week.

This is a hybrid position. 80% minimum in-office following the initial training period.

California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. 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 services.

The University Corporation at Monterey Bay is an equal opportunity employer and is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

University Corporation of Monterey Bay (Corporation) is a non-profit institution that is related and affiliated to the California State University, Monterey Bay (CSUMB). The Corporation, established in July 1994, is a nonprofit §501c(3) public benefit corporation and a recognized auxiliary organization of California State University. The Corporation’s mission is to support the educational mission of CSUMB. Among other services the Corporation provides student housing, faculty-staff housing, dining services, bookstore services, child care, and grants and contracts post-award administration, along with business services to the other auxiliaries at CSUMB, the Foundation of CSUMB (Foundation) and the Otter Student Union (OSU).

POSITION SUMMARY
Under supervision of the Associate Executive Director, the Administrative Assistant is responsible for providing a variety of moderate to complex administrative, organizational and technical duties in support of the day-to-day operations of the Associate Executive Director, Corporation Contracts, and Corporation executive leadership.

Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:
Performs a range of moderate to complex clerical, record keeping, and administrative duties in support of the infrastructure and daily operations of the Corporation and management team.

• Maintains the Associate Executive’s calendar by managing complex scheduling assignments involving sensitive conversations with high-level contacts ranging from major donors to business executives to campus partners and dignitaries.
• Maintaining an orderly appearance throughout the reception area.
• As the Ryan Ranch building manager, ensure that safety and security issues building are addressed.
• Monitor stock and order office supplies.
• Establishes and maintains systems, both physical and electronic, for materials, documents, files and records, including reports, logs, and correspondence. Ensure Corporation Administrative Departments adhere to the retention policy and purge documents when needed.
• Collaborate with website developer(s), administer and oversee the review and periodic updating of the information, forms and presentation of the Corporation website pages, including ADA compliance.
• Assist with creating ADA-compliant fillable forms for various departments.
• Coordinates travel arrangements. Processes travel and expense reimbursement requests following established Corporation and University policies and procedures. Assists travel desk with travel expense reimbursements.
• Responsible for reconciling pro-card charges for Corporation administrative services.
• Record checks received via mail.
• Receive letters, packages and send them to appropriate destination
• Monitors eligible Defensive Drivers files and notifies of any eligibility changes
• Coordinates obtaining insurance and tracking insurance requirements and needs on behalf of the Corporation and Foundation.
• Create and maintain scheduling of all meetings and events at Ryan Ranch.
• Responsible for Ryan Ranch programming and keeping current informational monitors on-site.
• Update and maintain the web-based contracts database (RevenueVision), including key financial and deliverable terms and key dates; be responsible for communicating contract needs and become master trainer.
• Use reports and analyses to identify potentially problematic data or results, recommend possible solutions and communicate their organizational impact.
• Develop and communicate procedural documents for our customers and provide training as needed.
• Focus on process automation and documentation with an emphasis on increasing efficiency and effectiveness of environment setup and configuration, processes and workflows.
• Provides basic information and assistance to Corporation and University regarding Corporation’s programs, policies, and procedures.
• Maintains confidentiality and uses discretion in disseminating information.
OTHER FUNCTIONS

• As needed, directs the work of student assistants and temporary staff.
• Recommends process changes to enhance effectiveness and efficiency.
• Provides administrative support to additional special projects as requested.
• Establishes and maintains effective relationships with university and Auxiliary staff,
• faculty, students, as well as the general public.
• Problem-solves various auxiliary-related administrative matters as they arise.
• Takes on special projects and performs other duties as assigned.
PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to
stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and
twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office
equipment requiring repetitive hand movement and fine coordination including use of a
computer keyboard; to verbally communicate to exchange information; and to occasionally
travel to other offices or locations to attend meetings or to pick up or deliver materials. Ability to
lift up to 20 pounds.

WORK LOCATION

• On-Site Position
• 80% minimum in-office/on-site following the initial training period. Position location may change based on CSU expectations and department needs.
• Ability to work from home: adequate internet connection and ergonomically sound and quiet workspace required.
• Work Location: 8 Upper Ragsdale Drive, Monterey, CA

Due to COVID 19, this position may be approved to work remotely on a temporary basis, or may be required to physically work on campus. Work assignment locations are at the sole discretion of CSUMB and may be changed or revoked at any time.

KNOWLEDGE, SKILLS, AND ABILITIES

• Fully functional knowledge of and skill in standard office procedures and practices. Ability to quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, spelling, and punctuation. Ability to communicate clearly orally and in writing in a professional and effective manner with faculty, staff, students, and the public. Ability to draft and compose correspondence and standard reports.
• Ability to use personal computers and appropriate job-related software. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages. Ability to quickly learn and use new office support technology systems and software packages.
• Ability to independently handle multiple work unit priorities and projects and apply a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to establish and maintain cooperative working relationships within a diverse, multi-cultural environment.
• Ability to work independently and as part of a team in a cross-functional environment.

Possess excellent writing ability and ability to prepare correspondence on complex issues.

• Ability to make sound decisions and recommendations based on thorough analysis of situations.
• Must have a professional manner and maintain confidentiality.
• Ability to quickly learn and use new office support technology systems and software packages.

Qualifications
MINIMUM QUALIFICATIONS
Experience: Must have equivalent to four years of progressively responsible administrative support experience, which has involved supporting, monitoring, and coordinating clerical work through a system of internal procedures and controls to ensure the efficient operation of an organization. Basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.

Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience.

DESIRABLE QUALIFICATIONS

• Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
• Experience working with a diverse and multicultural population and performing community services; demonstrated technical literacy.
• Experience providing administrative support to an executive involved in contract interpretation, grievance/complaint administration.
• Technical fluency with Oracle/PeopleSoft, Revenue Vision, Microsoft Office Professional Suite, and Google mail and calendaring programs.
• Experience in working independently and ability to develop and implement operational strategies in resolving problems; ability to present ideas, implement creative solutions and establish priorities to achieve results and expedite projects.
• Familiarity with HRIS software
• Experience working in Higher Education.

Special Conditions of Employment
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.

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

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.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues. Our Equal Opportunity Policy Statement is available https://csumb.edu/corporation/personnel/.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

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

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions – This position has been designated as a sensitive position with:

• responsibility for the care, safety and security of people (including children and minors), animals and CSU property
• authority to commit financial resources of the university through contracts greater than $10,000 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 controlled or hazardous substances
• 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
• control over campus business processes, either through functional roles or system security access

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Questions can be sent to: https://mail.google.com/mail/?view=cm&fs=1&tf=1&to=hr_corporation@csumb.edu.

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. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. Our salary schedule is available https://csumb.edu/corporation/personnel/.

The hourly hiring range for this position is $23-28. Classification: Grade 3, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our https://d2jtc9c99zuy7w.cloudfront.net/wkUFFNMTNm0BW2D5pmgj_607433895%20UCorp%202021%20Benefits%20at%20a%20Glance%2020%2003.pdf https://get.adobe.com/reader/ for details about sick time, vacation, and holidays.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com/

How to Apply:All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

To apply, please visit https://apptrkr.com/4511681

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