• Full Time
  • Seaside, CA
  • Industry Sector : Other
  • February 4, 2025
  • Other

Website University Corporation at Monterey Bay

Administrative Assistant, CAMP

 

University Corporation at Monterey Bay

 

Salary: $21.38 Hourly

 

Job Number: 2024-00002

 

Location: CSUMB Main Campus- Seaside, CA

 

Department: Early Outreach Support Pgms

 

Description

 

Open Until Filled. Priority Screening Date: February 12, 2024

This appointment is renewable annually dependent on continued grant funding.

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

The College Assistance Migrant Program (CAMP) is a federally funded educational project designed to assist migrant youth successfully transition to the university and complete the first year of study. CAMP is under the College Support Programs (CSP) under the division of Enrollment Management and Student Affairs. The main objective of CAMP is to increase the university success of youth from migrant and low-income backgrounds. CAMP provides a comprehensive and intensive series of services and interventions aimed at increasing student persistence and degree completion.

 

POSITION SUMMARY

Under the direct supervision of the CAMP Associate Director and the general direction of the Director of College Support Programs (CSP), the Administrative Assistant is responsible for a range of clerical/administrative support assignments in support of the day-to-day operations of the program.

 

Examples of Duties

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

 

• Assists in tracking the unit’s budget expenditures. Assists in the preparation of Employment Status Forms (ESFs), and related budget and payroll documents.

• Prepares and processes purchase requisition, purchase orders, reimbursements, payment request forms; reviews and confirms accuracy of invoices for approval of payment.

• Identifies and orders supplies, materials, equipment and services for the offices and/or requested by staff, receives and organizes supplies for storage and/ or distribution.

• Coordinates travel arrangements for CAMP staff; processes travel and expense forms for travel requests, registration payments, advances and expense claims.

• Assists in the data input for CAMP and other support programs in the unit.

• Assists in the planning and implementation of Summer Bridge and other enrichment programming, as needed.

• Performs a variety of moderate to complex clerical assignments in support of the day-to-day operations.

• Composes correspondence, reports, and other documents as requested. Maintains, assembles, and/or summarizes information from office files or other sources for the staff’s use during appointments or meetings. Establishes and maintains a complex system of files and records for both physical and electronic materials.

• Assists in the development of brochures, flyers, and informational materials regarding CAMP program and activities.

• Provides clerical support to the staff including but not limited to coordination of publication production, special event coordination, and mass mailings.

• Works collaboratively with department administrative support in the implementation of departmental policies and procedures.

• Assists with compilation and maintenance of program data and the preparation and submission of reports and evaluations.

• Handle sensitive and/or confidential documents and information where judgement and discretion are essential.

• Ensure confidentiality of all program records and other sensitive information.

• Assists in the supervision of student staff.

OTHER FUNCTIONS

 

• Promotes and maintains an atmosphere of excellent internal and external customer service within the department and the campus community.

• Attends workshops, conferences as needed.

• Performs other duties as assigned.

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: CSUMB Main Campus, 100 Campus Center, Seaside, CA

 

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 and office methods, procedures, and practices. General working knowledge of applicable university infrastructure, policies, and procedures. 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. Knowledge and ability to perform difficult 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 keep complex records and maintain files. Requires active problem solving and effective interpersonal skills when dealing with frontline contacts. Ability to read and write at a level appropriate to the duties of the position. 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. Effectively using interpersonal skills and communications skills, including tact, diplomacy, understanding, compassion and valuing all contributions, while maintaining adherence to project guidelines. Effectively using organizational and planning skills, with acute attention to detail, exacting accuracy, and follow-through. Establishing and maintaining effective working relationships and working in a collaborative manner. Prioritizing, implementing, and managing multiple projects and due dates. Demonstrated proficiency at an advanced level, using standard office software. This position handles sensitive and/or confidential documents and information where judgement and discretion are essential; therefore, ensuring confidentiality of all program records and other sensitive information is required.

 

Qualifications

 

MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or associate degree and minimum one year of experience

OR

An equivalent of three years of progressively responsible general clerical/receptionist experience that have provided the applicant with the knowledge and abilities, listed above.

 

DESIRABLE QUALIFICATIONS

 

• Bilingual, English/Spanish preferred.

• 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. Experience working with a diverse and multicultural population especially with Migrant families and performing community services.

 

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. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act https://calcivilrights.ca.gov/fair-chance-act/.

 

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 https://csumb.edu/corporation/personnel/.

 

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:

 

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

 

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: https://mail.google.com/mail/?view=cm&fs=1&tf=1&to=hr_corporation@csumb.edu.

 

Compensation 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 https://csumb.edu/corporation/personnel/.

 

The hourly hiring rate for this position is $21.38. 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 https://d2jtc9c99zuy7w.cloudfront.net/wkUFFNMTNm0BW2D5pmgj_607433895%20UCorp%202021%20Benefits%20at%20a%20Glance%2020%2003.pdf https://get.adobe.com/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.

 

To apply, please visit https://apptrkr.com/4975422

 

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