Job Description

CLASSIFICATION TITLE: Administrative Support Assistant I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2027.

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: Step 1 $3,641 - Step 5 $3,747

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

CSU CLASSIFICATION SALARY RANGE: Step 1 $3,641 – Step 20 $4,847

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 Office of Grants, Research and Sponsored Programs (GRaSP) provides administrative infrastructure for the development and submission of grant proposals, and for the receipt and management of external and internal awards for sponsored programs of the University and the CSUB Auxiliary for Sponsored Programs Administration (SPA).

Under the direct supervision of the Associate Vice President for Grants, Research, and Sponsored Programs, the Grant Support Assistant provides routine clerical and administrative support to Principal Investigators in the administration of grant funded activities. The incumbent prepares and processes standard personnel, purchasing, travel, reimbursement, and financial documents; routes paperwork for required approvals; maintains administrative records; and assists with the routine processing of grant-related transactions in accordance with established university policies and procedures. The position also provides general office support for the Office of Grants, Research and Sponsored Programs (GRaSP), including front office assistance, document preparation, records maintenance, and logistical support for workshops, training sessions, and other GRaSP-sponsored events.

DUTIES & RESPONSIBILITIES:

Administrative Work for Principal Investigators

• Prepare standard hiring paperwork, student employment documents, and appointment requests for grant-funded employees.
• Prepare and process basic purchasing requests, requisitions, payment requests, travel requests, reimbursements, and other financial documents using established processes.
• Route forms and supporting documentation for required university approvals and signatures.
• Track the status of submitted paperwork and provide routine follow up with university offices to facilitate timely processing.
• Order laboratory and office supplies and maintain supply inventory.
• Reconcile monthly ProCard reports according to established procedures.
• Maintain records of grant-related expenditures and assist with compiling routine financial information.
• Respond to routine administrative requests from faculty and staff by preparing documents, processing forms, and completing assigned clerical support activities.

General Office Support

• Assist the division Administrative Support Coordinator with routine administrative activities, including answering phones, greeting visitors, monitoring shared email inboxes, and distributing mail.
• Assist the division Administrative Support Coordinator in processing basic expenses for the TSSR and RCU programs.
• Assist with filing, record maintenance, data entry, and document preparation for internal funding programs.
• Apply established CSU and university office procedures in completing assigned work and refer policy or procedural questions to appropriate staff.

Event Support

• Assist with registration, RSVP list, and sign in process for workshops and events.
• Create and distribute simple invitations, flyers, and other marketing and promotional materials for workshops and events.
• Assist with the general support of events as requested by GRaSP leadership.
• Assist with simple pre-and post-event requirements and logistics, including event set-up and break down.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Basic knowledge of applicable university policies and procedures.
• Ability to use standard office equipment.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to perform basic mathematical functions.
• Fundamental writing and presentation skills to effectively communicate standard information.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• 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:

• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

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, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.