Job no: 551414
Work type: Staff
Location: Long Beach
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Temporary, Full Time

JOB SUMMARY

Under the Supervision of the Director and the led by the Administrative Analyst/Specialist, the Administrative Support Assistant plays a vital role in ensuring the smooth operation of the New Student and Family Programs (NSFP) department. This position provides comprehensive administrative support, contributing to the success of key programs and initiatives such as Student Orientation, Advising, and Registration (SOAR), First-Year Beach Connections (FYBC), and Parent and Family Programs (PFP). The incumbent serves as the front-line representative of the department, delivering exceptional customer service and fostering positive relationships with students, parents, and community members. Key responsibilities include managing front-desk operations, providing accurate program information, coordinating meeting schedules, performing administrative tasks, overseeing student assistants, leading social media campaigns, collecting/co-managing student assistant time sheets, and supporting various office functions as needed. This role is instrumental in assisting incoming newly admitted and current students, along with their families, by connecting them to resources and programs that facilitate a smooth and engaging transition to campus life.
Furthermore, the incumbent provides services that are equitable, inclusive and provide culturally sensitive services that enhance the quality of campus life. This position uses a student centered and equity minded approach in all communication and service efforts.
CSULB has been recognized as one of the Most Promising Places to Work in Student Affairs in 2024.

KNOWLEDGE SKILLS AND ABILITIES

Works collaboratively with the Director, Administrative Analyst/Specialist, Associate Director and various other staff members on department programming, events, and retention efforts. Provides comprehensive administrative support that requires working knowledge of Microsoft Office, PeopleSoft/CMS, CSLink, CFS Data Warehouse, Team Dynamics, Ocelot, Drupal, and DocuSign applications. Fosters positive, working relationships between NSFP, students, parents/family/supporters, faculty, staff, administrators, campus partners, support units, and stakeholders; interpersonal skills to establish and maintain collaborative, cooperative working relationships. Exhibits a positive, polite, and respectful attitude, fostering a welcoming and professional environment. Emphasizes active listening, empathy, and courtesy in all interactions, ensuring constructive and harmonious relationships with students, guests, colleagues, and stakeholders.
Experience working within a multicultural university setting, collaborating with individuals from diverse backgrounds and perspectives. This includes engaging with students, faculty, and staff of various ages, socio-economic statuses, cultural identities, and educational experiences. Demonstrates ability to work as part of a team with colleagues and stakeholders; ability to work effectively and productively as part of a team and with all levels of organization. Develops, implements, and manages the department’s social media strategy; creates and curates engaging, high-quality content tailored to the NSFP’s audience across various social media platforms; collaborate with Student Affairs communications team to ensure consistent messaging, branding, and promotion of department initiatives through social media channels.
Capacity to navigate and effectively manage ambiguity as it relates to programs, events, information, dates, places, and people. Works independently with minimal direction in setting priorities and schedules along with forecasting future department needs; skilled at applying independent, reasoned judgment, discretion, and initiative to address problems and develop practical, thorough, and technically accurate solutions. Time management skills including prioritizing assignments to complete work in a timely manner; flexibility with changes in workload, meeting deadlines, competing requirements, heavy workload, and frequent interruptions; and ability to work under pressure, maintain focus, and remain calm in a dynamic and fast-paced work environment. Competent in making travel arrangements; familiarity with airline schedules, rental car reservations and university travel regulations.
Experience conducting research, analyzing information and situations, developing detailed reports, presenting findings, and formulating logical conclusions while evaluating alternatives and their implications. Reliably report to work on time, fully prepared to fulfill job responsibilities, and communicate effectively with staff about scheduling and advance requests for time off. Proven ability to learn, interpret, apply, and assure compliance with department and university policies and procedures; consistently achieve high-level department standards, policies, and protocol.
Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student, and assist in achieving the university’s commitment to a “vision of excellence.”

EDUCATION AND EXPERIENCE

• Equivalent to three years of administrative support experience required.
• Bachelor’s degree, preferred
• Ability to work weekends, evenings, and a flexible work schedule as needed and determined by operational needs

PHYSICAL SUMMARY

Medium work - Job involves lifting heavy-weight objects (20-40 pounds) and/or 20% - 40% of the job involves standing, squatting, kneeling, or walking. May require pushing or pulling objects within the weight limits.

• Administrative Support: Meet with the Director and Administrative Analyst/Specialist on a regular basis to develop, implement, and evaluate administrative and programmatic support for day-to-day office operations, technical support, records, inventory,
• Staff support for NSFP programs/events/trainings: Assist Administrative Analyst/Specialist with selection, training, supervision, and evaluation of student assistants; assign tasks/projects and coordinate work schedules.
• Customer Service and Relations: Respond to department phone calls, TDX ticket system, and department emails.
• Manage social media campaigns: Collaborate with Student Affairs Communications to develop, implement, and manage the department’s social media strategy, practice, and presence.