Administrative Assistant, Upward Bound

Description 

 

Open Until Filled. Priority Screening Date: October 23, 2023

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
TRIO Upward Bound (UB) is a federally funded program designed to increase the college participation of low-income and potential first-generation college-bound students. TRiO UB is designed to encourage participants to complete high school and continue their education at the post-secondary level by offering academic support, informational workshops, guidance, motivation, and advocacy to program participants, their parents and target schools.   The program provides required and permissible services as expressed in federal legislation/regulations. CSUMB is proud to host two TRiO Upward Bound (UB) grants, supporting 4 high schools in Monterey and Santa Cruz counties.

The programs consist of an Associate Director, two Educational Advising Specialist, an Administrative Assistant person, and a team of undergraduate student Educational Advising Assistants, Mentors, and Tutors.  As part of the Pre-College Programs TRiO UB and other educational equity programs provide the campus and target schools with retention and support services for participants.

 

 

POSITION SUMMARY
The Administrative Assistant position is responsible for representing CSUMB Upward Bound within Cal State Monterey Bay and community partners. The Administrative Assistant performs a variety of moderate to complex clerical assignments in support of the day-to-day of two federally funded TRiO Upward Bound grants, along with programmatic support during the academic school year. During the summer, the Administrative Assistant will be responsible for coordinating the Summer Melt component of a six-week residential program.

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Coordinates and prepares travel arrangements for staff and project participants; processes various travel documents to include travel requests, registration payments, reservations for transportation, travel advances, and expense claims. Composes correspondence, reports, and other documents as requested; establish and maintain a complex system of files and records for both physical and electronic materials. Assists in the development of brochures, flyers, and informational materials regarding programming and activities. Assists the Associate Director in tracking two federally funded TRiO Upward Bound budget expenditures; assists in the preparation of official documents related to personnel, budget, new and supplemental grant opportunities, and program performance.

Develops and coordinates the entire clerical and administrative support functions for two federally funded TRiO Upward Bound grants. Determines the methods, processes and procedures by which the clerical work is to be accomplished; controls the workflow and establishes priorities and deadlines. Communicates policies and procedures to all applicants and families.

Work closely with Associate Director to recruit, hire, supervise, and evaluate UB Student Office Assistant
Assist with organizing social, cultural, and recreational activities and field trips during the academic year and summer, including college visits & co-curricular workshops.  Assists with the coordination of a six-week Summer Program for participants and staff; reserves classrooms, communicates and processes appropriate paperwork for community members and organizations, works closely with CSUMB University Corporation to create appropriate agreements, orders necessary materials for participants and staff, coordinates logistics field trips and Southern California College Tour, coordinates with Conference and Events to ensure sufficient room and board.

Develops and executes Summer Melt workshops including supervision of the Summer Melt Student Assistant with guidance from the Associate Director. Identifies and orders supplies, materials, equipment and services for the office and target schools; maintains inventory of office supplies and equipment; organizes supplies for storage and/or distribution. Prepares and processes various purchasing forms to include, but not limited to, Purchase Requisition, Reimbursement, and Payment Request forms; reviews and confirms accuracy of invoices for approval of payment. Handles sensitive and/or confidential documents and information where judgement and discretion are essential. Ensures confidentiality of all program and staff records and other sensitive information. Assists in the supervision of student assistants and Office Assistant. Ability to understand and interpret federal regulations and legislations and ensure project compliance.

OTHER FUNCTIONS
Performs other duties as assigned by the Associate Director and Director of Pre-College Programs
Promotes and maintains an atmosphere of excellent internal and external customer service within the program and campus community. Coordinates with other EOSP Pre-college and College Support programs on events that benefit the UB and CSUMB mission.

 

 
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.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

WORK LOCATION
On-Site Position
Work Location: 8 Upper Ragsdale Drive, Monterey; various school sites

Due to COVID 19, this position may be approved to work remotely on a temporary basis, or may be required to physically work on campus. Work assignment locations are at the sole discretion of CSUMB and may be changed or revoked at any time.
 

KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of correct English grammar, spelling, and punctuation.  Knowledge of modern office procedures and practices.  General working knowledge of applicable university infrastructure, policies, and procedures.  Fluency in using standard MS Office software suites with proficient to advanced knowledge of Excel.  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 schedule and distribute work assignments based on shifting priorities.  Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.  Knowledge and ability to perform clerical and database work involving independent judgment, accuracy, and speed.  Ability to analyze databases and prepare statistical reports; ability to create project schedules, flow charts, and statistical charts; ability to screen telephone calls; visitors, and mail; ability to create and keep complex records, invoices, purchase orders and budgets.

Requires active problem solving and effective interpersonal skills.  Ability to read and write at a level appropriate to the duties of the position.   Ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions.   Ability to understand and input data for use in budgeting and databases.  Ability to establish and maintain cooperative working relationships within a diverse, multicultural environment.

 

MINIMUM QUALIFICATIONS

Bachelor’s degree in Education, Social Sciences, College Student Personnel or closely related field or equivalent experience. Demonstrated progressively responsible general clerical/receptionist experience that has provided the applicant with the knowledge and abilities listed above. Experience working with low-income, first-generation college-bound students; experience working with high school students from diverse backgrounds.

 

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. Bilingual and biliterate in English and Spanish. Proficiency with both PC and Mac, CMS PeopleSoft, People Software 25Live , CFS, MS Access, Photoshop, and social media applications. Previous experience coordinating travel and procurement procedures. Desktop publishing experience extremely helpful.
Demonstrated commitment to customer service, with a proactive and positive attitude toward assisting others. Experience working with a diverse and multicultural population and performing community service.
 

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. Our Equal Opportunity Policy Statement is available here.

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.

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.
 

Sensitive Positions – This position has been designated as a sensitive position with: responsibility for the care, safety and security of people (including children and minors), animals and CSU property

FERPA:
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:
This position is designated as a Campus Security Authority (CSA).  The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories: Work in a campus police or security department
Are responsible for campus security. Are designated as the contact for reporting criminal offenses. Have significant responsibility for student and campus activities

Special License or Certifications and Conditions:
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage. May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

SALARY 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.

The hourly rate for this position is $22.31. 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 Corporation also offers access to CSUMB’s Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.

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.