Job no: 546484
Work type: Staff
Location: East Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

MINIMUM QUALIFICATIONS

• A fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• These minimum 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.

REQUIRED QUALIFICATIONS

• Strong communication, organizational, and multi-tasking skills.
• Ability to interact with a wide variety of people.
• Strong computer skills, including Microsoft Office, internet browsers, and email.
• Experience in a busy environment, completing tasks in the face of regular interruptions.

PREFERRED SKILLS, KNOWLEDGE AND ABILITIES

• A Bachelor’s degree.
• Experience in an office manager position.
• Ability to maintain confidentiality.
• Knowledge of or ability to learn department, college, and university regulations, policies, and procedures.
• Knowledge of or ability to learn academic programs and courses.
• Knowledge of or ability to learn University’s student records, scheduling, and enrollment systems and policies regarding their use.
• Knowledge of or ability to learn experience with data gathering, analysis, and reporting.
• Knowledge of or ability to learn general financial management, accounting, and bookkeeping.
• Knowledge of or ability to learn University’s financial and accounting systems.
• Knowledge of or ability to learn research support focused on scheduling and paperwork.
• Knowledge of or ability to learn University policies and procedures regarding personnel, such as hiring, payroll, and evaluation.

Office Management:

• Assist with questions from students, faculty, staff, and visitors in person, by phone and email.
• Provide first-level new faculty orientation (related to Department and University administrative operations) and other faculty support (e.g. problem solving).
• Gather data and prepare reports.
• Determine student assistants’ eligibility to work, coordinate assignments, provide orientation, and the complete hiring and monthly employee paperwork, e.g., SEAFs and payroll.
• Track department property.
• Makes department purchases, submits requisitions, maintains University issued Procurement card and completes monthly ProCard reports per guidelines, with Analyst/Chair approval.
• Assist with travel reimbursement and arranging travel.
• Assist with department websites, including updating office hours, personnel lists, and program flyers and publications.

Academic Support:

• Create and manage class schedules.
• Manage adds/drops and other enrollment issues.
• Assist students with registration and other problems.
• Support chair, faculty, and other instructional staff.
• Communicate with prospective graduate students throughout the application and admission process.
• Edit curriculum materials (e.g. New Course Requests, course revisions and modifications, revising programs), work with Department Chairs on contacting alumni concerning input on program/curriculum revision.
• Receive and maintain records of Capstone memos.
• Attend meetings and training sessions as needed.

Special Projects and Events:

• Assist with and participate in special events and projects.
• Provide and coordinate support for faculty searches and external visits with other administrative staff.
• Receive and maintain records of Capstone memos.
• Maintain student/alumni/faculty database and serve as alumni connection.
• Coordinate with College and University Scholarship Coordinators in the management of department scholarships.
• Develop rapport and appropriate communication with donors of scholarships.

Other duties as assigned, in particular in absence of other MATH/PSYCH/STAT Hub administrative support staff.