Salary
$22.87 Hourly
Location
CSUMB Main Campus- Seaside, CA
Job Type
Full-Time
Department
Marine Science
Description
Open Until Filled. Screening Date Extended to March 17, 2023.
This is a full-time (100%) benefited position dependent upon continued grant funding.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(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 is 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.
DEPARTMENT/PROGRAM SUMMARY
The College of Science has five departments: the School of Computing & Design, Marine Science, Biology &Chemistry, Applied Environmental Science, and Mathematics & Statistics. Faculty in these departments collectively have 30-40 new projects each year that may require some level of administrative support. One particular area of funded projects revolves around the Coastal and Marine Ecosystems Program (CMEP). CMEP is a research and education program, which supports basic research to increase our understanding of coastal and marine ecosystems from coastal wetlands to the open ocean and deep sea. CMEP research efforts are paired with education and outreach programs that engage diverse stakeholder groups and provide training for a new generation of ocean scientists.
POSITION SUMMARY
Under the general supervision of the Associate Dean of the College of Science, with daily oversight by the CMEPEducation Director, the Administrative Support Assistant is responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of external grant administration within the College of Science (49%) and CMEP (51%).
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:
Provides direct comprehensive administrative and clerical support for externally funded projects. This includes but is not limited to: managing the business calendar; coordinating, scheduling and confirming appointments and meetings as requested; composing draft replies and memos of a wide variety of communications for review by the Supervisor; reviewing and screening inquiries, email, phone and visitors, to determine how best they should be handled, either personally or with messaging. Reviews incoming mail, voice mail and/or email, flagging priority items for the Supervisors’ review and/or response. Develops files for the Supervisors.
Provides budget support for a range of externally funded projects. Monitors and tracks program expenditures in accordance with University policies and procedures. Enters payroll expenses and operating expenditures into budget spreadsheets, reconciling with financial system expense reports. Monitors expenses against budget, and maintains balances and information.
Prepares and submits service request forms to various university departments; i.e., Scheduling, Catering, Facilities and Grounds, Information Technology, CSU and University Corporation Events Planning, and follows up to ensure completion of the requested service.
Provides support to Supervisors for preparing and processing necessary HR, accounting and purchasing paperwork such as purchase requisitions, direct payments, personal reimbursements invoice forms, travel, and other accounting-related forms. Reviews and confirms accuracy of invoices for approval of payment. Processes paperwork associated with procurement card, signature authorization and purchases.
Identifies and orders supplies, equipment and services as needed in support of office operations.
Trains and provides work direction to student assistants.
OTHER FUNCTIONS
Promotes and maintains an atmosphere of excellent internal and external customer service.
Attends training workshops as needed.
Performs other job-related duties and special projects 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.
Typical office environment with standard equipment and tasks. Position is required to work at a computer/video display terminal and desk for extended periods of time. Requires travel between campus offices and off-campus locations. Must have own transportation, valid driver’s license, and auto insurance. This position also requires sitting, standing, bending, pushing, pulling, talking and using manual dexterity, eye hand coordination. Ability to lift 5-10lbs.
WORK LOCATION
On-Site Position
Work Location: 100 Campus Center, Seaside, CA
KNOWLEDGE, SKILLS, AND ABILITIES
Experience to be fully functional in all technical aspects of work assignments. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. Ability to independently handle multiple work unit priorities and projects. Ability to apply independently 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 projections. Ability to draft and compose correspondence and standard reports. Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature. Ability to independently organize and plan work projects, including handling multiple priorities and troubleshooting unanticipated problems, in a busy environment. Ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Ability to maintain confidential records. Ability to establish and maintain cooperative working relationships within a multicultural, diverse academic community.
SPECIALIZED SKILLS REQUIRED:
Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages.
Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Qualifications
MINIMUM QUALIFICATIONS
Education and Experience:
Equivalent to three years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities listed above.
Equivalent to four years of progressively responsible administrative support experience under supervision which has involved supporting, monitoring, coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization and demonstrated knowledge and abilities. High School Diploma or equivalent. 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 with Google Suite, Microsoft Office; Demonstrated technical literacy.
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.
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.
All CSUMB/University Corporation employees must be fully vaccinated, including booster (when eligible), against COVID-19, unless they are exempt from this requirement because an exemption has been granted based on a medical contraindication or sincerely held religious beliefs. Fully vaccinated means that an individual has received all recommended doses of a COVID-19 vaccine that has received Emergency Use Authorization or full approval from the U.S. Food and Drug Administration (FDA) and that it has been at least two weeks since the final recommended dose. All students, faculty, and staff who have not been vaccinated and received a booster must test weekly beginning February 4, 2022.
See: The California State University COVID-19 Vaccination Policy
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.
Questions can be sent 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 here (Download PDF reader).
The hourly rate for this position is $22.87. Classification: Grade 2, 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 benefits guide (Download PDF 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.
