Job Description

CLASSIFICATION TITLE: Administrative Support Assistant II

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $3,565 - Step 5 $3,859

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: Step 1 $3,565 – Step 19 $5,092

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: The Division of University Advancement engages CSUB alumni, donors and friends to connect the university with the community through communications, events, programs and philanthropic opportunities. The Division advances the resources available to the university and strengthens higher education in the region.

Under general supervision of the Vice President for University Advancement and Executive Director for the CSUB Foundation, and with daily lead direction from the Executive Assistant, the Administrative Support Assistant II provides a full range of moderate to complex administrative and clerical support for the Division of University Advancement. The position independently performs a full range of office support and financial processing functions, including front-line customer service, scheduling, travel coordination, data entry and reporting, and transactional budget support. Work requires the use of multiple administrative and financial systems and the application of established university policies and procedures related to procurement, travel, and reconciliation. The incumbent is responsible for managing multiple priorities, ensuring accuracy and compliance of work products, and resolving routine issues through the application of judgment and established guidelines while supporting the operational needs of the division.

DUTIES & RESPONSIBILITIES:

University Advancement Administrative Support

• • Serve as the primary front-line contact for the University Advancement office by responding to routine inquiries from alumni, campus partners, and external stakeholders. Provide accurate information, resolve standard issues, and route more complex matters to appropriate staff.
  • Open and distribute mail into staff mailboxes daily. Following CSUB Cash Handling policies and procedures, safely and securely handle monetary payments (cash and checks), track payments received on the Foundation and Alumni check logs, photocopy, and submit to Accounting and Reporting or store appropriately as needed.
  • Assist with coordinating and maintaining calendars for meetings and events and oversee shared resources/spaces like UA Conf room calendar and golf cart calendar, by scheduling appointments, reserving conference rooms, and ensuring logistical arrangements are completed in a timely manner.
  • Prepare materials for meetings and events, including assembling agendas and compiling supporting documents.
  • Assist with developing basic presentations using PowerPoint and other office software.
  • Assist with processing travel-related activities in accordance with university policies, including preparing Travel Authorizations, coordinating travel arrangements (e.g., airfare, lodging, and transportation), and completing Travel Expense Claims using systems such as Concur. Review documentation for completeness and compliance.
  • Assist with maintaining office operations by monitoring supply levels, initiating orders, managing break room cleaning schedule, and coordinating facilities, maintenance, and IT requests. Track requests to ensure timely resolution.
  • Perform data entry and maintenance within Raiser's Edge, NXT, and other CRM systems to support University Advancement activities. Ensure data accuracy and consistency in accordance with established standards.
  • Generate standard and ad hoc reports from CRM systems and other databases to support departmental needs. Verify data accuracy and format reports for end users.
  • Assist with administrative processes related to fund setup by preparing required documentation and entering information into applicable systems in accordance with established procedures.

Budget Support & Reconciliation

• • Prepare and process financial and accounting documents, including routine journal entries and chargebacks, Direct Pays, travel reimbursements, mileage claims, and other transactional forms, in accordance with established university policies and procedures.
  • Assist with Pro-Card reconciliation activities by collecting and reviewing receipts, verifying transactions, identifying discrepancies, and completing reconciliation documentation within required timelines.
  • Research standard issues, coordinate with cardholders and appropriate administrative offices, and facilitate resolution in accordance with established procedures.
  • Process vendor payments related to events and departmental activities, ensuring accuracy of supporting documentation and adherence to procurement guidelines.
  • Maintain organized financial records and supporting documentation to ensure audit readiness and compliance with institutional requirements.

REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE – High school diploma or GED and three (3) years of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s):

• Regular and reliable attendance is required.
• Experience to be proficient in performing most or all work assignments.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• 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.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience with Raiser’s Edge, PeopleSoft, CFS, P2P, Concur and Data Warehouse desirable.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, AVP of Civil Rights and Compliance, (661) 654-2713.