DISARC Office Manager (Temporary)

at  California State University

Job no: 542774
Work type: Staff
Location: East Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

MINIMUM QUALIFICATIONS

• Fully functional knowledge of and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages.
• These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

PREFERRED SKILLS AND KNOWLEDGE

• A Bachelor’s degree.
• Two or more years of progressively responsible administrative assistant experience.
• Ability to act and use excellent judgment in a fast paced, service-oriented daily operation.
• Ability to work in a highly collaborative, diverse, and team-oriented environment.
• High degree of accuracy and attention to detail and organizational skills.
• Demonstrated proficiency with Microsoft Office, including Word, Excel and PowerPoint, Visio.
• Knowledge of PeopleSoft applications preferred.
• Experience reporting to management level.
• Effective oral and written interpersonal communication skills and use of discretion.
• Experience working with a diverse population.
• Ability to organize and prioritize while performing multi-tasks.
• Prior knowledge of and/or ability to learn and apply CSU policies and procedures.
• Knowledge of basic office equipment, including fax machines, photocopies, teleconference phones, and computer projection equipment.

Department Administrative Support Assistance:

• Provides administrative support for department staff.
• Maintains electronic calendars, department-leave calendar, and management-staff calendars.
• Maintains all departmental and organizational files including various spreadsheets and Google sheets.
• Coordinates room reservations for staff and intra-staff meetings and food service when needed. Schedules rooms through 25Live and runs reports.
• Assists staff members with travel arrangements including conference registration; travel logistics and travel reimbursements.
• Tracks and monitors office supplies and reorders when needed.
• Organizes department supplies and logistical space.
• Arranges for meetings and conference calls. Includes sending out for agenda items, assembling agendas, and producing materials for distribution. Also, records notes for specific meetings.
• Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons.
• Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and removal of sensitive documents.
• Checks voicemail and answers inquiries from other departments, including the President’s and Vice President’s Offices.
• Assists with preparing and assembling detailed reports, other materials, and correspondence.
• Handles all department incoming and outgoing mail/correspondence

Payroll Support:

• Prepares and ensures timely processing SEAFs for student assistants.
• Picks up department paychecks and distributes to staff on a monthly basis.
• Trains all new student staff members on Payroll policies and procedures including time-off requests, departmental onboarding requirements, routine meetings, etc.
• Approves student payroll timesheets.
• Works with Payroll to resolve student payroll issues or correct problems in the PS systems as they occur.

Budget Related Activities:

• Assists SLIC Office Manager (work lead) to process and track all budget and expense transfers.
• Reconciles with expenditures, and provides work lead with monthly budget status reports.
• Processes purchase orders, service requests, travel reimbursements, and check requests for reimbursements and payment to vendors and staff.
• Maintains and reconciles monthly procurement credit card purchases and reports for Accounting.
• Coordinates the purchase of new equipment and supplies, including brochures, University folders, name badges and name plates, etc.

Web and Publications:

• Ensures department website(s) are reviewed and updated biannually.
• Works with other campus departments to gather current information for any updates.
• Troubleshoots any issues including broken web links; works with ITS to resolve any issues.
• Analyzes content and structure in order to update websites and ensure that the site is user-friendly.
• Updates forms as needed with current branding.
• Other duties as assigned.