Administrative Support Assistant II

at  California State University Stanislaus

Job no: 542532
Department: College of Science
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

POSITION SUMMARY

Temporary full-time position available on or after October 14, 2024 and ending on or before October 13, 2024 in Biological Sciences. Possibility of reappointment based on budget, department needs, and job performance. This position is on the 10/12 pay plan with mid June thru mid August off work each year. Benefits and salary are paid over 12 months. In the initial year, pay adjustments may be required to allow the incumbent to adjust to the 11/12 pay plan. Also, income shortfalls may occur depending on the timing of the hire relative to the time in off-work status, and shortfalls may have an impact on benefits.
The ASA II in the Department of Biological Sciences serves as the first point of contact for students, employees, and community members reaching out to the department. They carry out daily duties to support the functioning of the unit. The ASA II is flexible in responding to situations requiring immediate attention as well as in participating in projects that support the longer-term goals of the department.
Under general supervision the ASA II will provide support within the program area assigned.
Administrative Support Assistants are primarily responsible for providing varying levels of general office, clerical, and secretarial support for students, faculty, and staff. The full range of work activities includes processing mail, maintaining files and records, scheduling and arranging appointments, providing budget support, processing of documents and records, gathering data, preparing standard reports, and interacting with and solving problems for work unit customers and staff.

MINIMUM QUALIFICATIONS

Education: Completion of a high school program or its equivalent.
Experience: Some experience in an office environment.

PREFERRED QUALIFICATIONS

• AA or Bachelor’s degree preferred.
• Previous related administrative support experience in an academic department.
• Ability to draft and compose clear and concise correspondence and reports.
• Demonstrated ability to communicate clearly, effectively, both orally and in writing to answer questions regarding complex policies and procedures to students and other campus employees.
• Database systems experience, PeopleSoft preferred.

KNOWLEDGE, SKILLS, ABILITIES

• Experience to be proficient in performing most or all work assignments.
• General working knowledge of applicable university infrastructure, policies, and procedures
• Thorough knowledge of office methods, procedures, and practices.
• Ability to use standard office equipment. Typing and keyboard skills.
• Fluency in using standard word processing and related computer software packages.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Duties include but are not limited to:

• Receive department visitors, phone calls, email, and surface mail. Schedule student appointments as appropriate. Manage and update department chair calendar.
• Manage and maintain biology email server lists for faculty, department programs and 800+ biology majors.
• Manage and maintain department Google calendar with biology faculty courses and lab rooms. Maintain several biology databases such as biology majors and biology graduates/alumni. Manage and maintain the biology advising database. (separate from the several other databases) with inputting student information, assign advisor, manage advising appointments, maintain student records and transcripts in the Biology Advising Form. Ensure that student advising holds are released via Service Indicators in PeopleSoft.
• Coordinate new student orientation, assist with registration concerns/problems and with paperwork such as petitions, withdrawals, individual study requests, graduation approvals, and requests for excess units.
• Track and maintain Biology Faculty Evaluation Sharepoint Process.
• Helps train, schedule and assign tasks to student assistants.
• Serve as a resource for department and the public on University policies and procedures.Maintain and monitor essential records for the Staples, Smile Copier and Biology Course Fee budgets and accounts while estimate costs, and reporting budget to the Administrative Coordinator and Department Chair while also running CFS Reports and reconciling these accounts.
• Troubleshoot minor office technology problems/systems.
• Maintain faculty office hours, schedules & lab schedules every term (electronic and hard copy laminated door schedules).
• Monitor the availability of department brochures and handouts. Assure that all postings on the department bulletin board are current.
• Provide support for faculty in preparation of classroom materials including typing, printing, duplication and collating.
• Use University database to access class and student information as needed by the Department Chair and Faculty members.
• Maintain curriculum binders and update catalog copy.
• Maintain inventory of departmental office supplies including supplies for copier, printers and duplicators. Maintain an organized filing system.
• Prepare key, work order and business card requests.

• Serve as backup to the department’s ASC II.Other duties as assigned.