Administrative Support Assistant II / CNS - Health Science California State University, San Bernardino
Overview Employment Status: Part time (.75), temporary, 'non-exempt' position for one year.
Work Schedule: To be determined.
First Review Deadline:The initial review of applications will begin on Monday, December 9, 2019.
The Administrative Support II position is needed to support the Administrative Support Coordinator II in the Department of Health Sciences, which encompasses over 500 students in four undergraduate and two graduate programs. This position is the primary source of contact to students, faculty and member of the community. The incumbent is responsible for assisting students with permissions and enrollments for classes, assisting faculty with textbook orders and duplicating orders, removing student advisement holds, and processing SOTE evaluations.
Typical Activities Under general supervision, the incumbent will perform a variety of complex general office tasks. Duties may include, but are not limited to, the following:
Primarily responsible for support services to the department of Health Science and Human Ecology, as well as general reception duties.
Reserve rooms, computer lab and parking passes.
Manage the office copier, submit work requests, answer telephones, answer faculty and student questions, review overload slips before submitting to the chair for signatures, distribute mail, distribute pay warrants, type forms, letters, memos and other clerical duties as assigned.
Place office supply orders via the Staples for business website.
Input requisitions into Peoplesoft for department purchases.
Responsible for compiling the student-advising list every quarter/semester. Using Peoplesoft to run the query for enrolled students in the major and will then sort and assign students to faculty advisors using Excel.
Maintain records of those students who wish to change their faculty advisor and will make the correction in the following quarter/semester.
Use Peoplesoft to grant permissions to students, to enroll students in classes, to drop students from classes and to remove holds, etc.
Complete and submit key request cards for faculty and staff and maintain key requests submissions.
Submit printing requests for faculty using Printing Service's online system, determining the appropriate code to be used for printing request.
Collect release of liability forms from faculty and students assigned and enrolled in courses with activities. The ASA II will alphabetize forms by courses.
At Census, the incumbent will use Peoplesoft to print class rosters for the courses and will check that every student enrolled in those courses with activities has a signed release of liability form on file. The incumbent will notify instructors of students who are missing forms and will file the forms when they have all been collected.
Compile, distribute and collect Student Opinion Teaching Effectiveness (SOTE) forms. The incumbent will use Peoplesoft, curriculum management to flag SOTEs off all courses that need to be flagged at the beginning of every quarter/semester.
Notify faculty members prior to the beginning of every quarter/semester and collect faculty office hours. The incumbent will input faculty office hours into an excel spreadsheet, and post faculty and faculty advisor office hours.
Every quarter/semester, will submit book adoptions and/or assist faculty in making book adoptions through the textbook adoption system. The incumbent will also order desk copies by contacting various publishers. Will collect current syllabi from faculty each quarter/semester and store them electronically.
Maintain files of incident reports. If incident takes place during classes, a blue incident form is filled out and signed by the instructor of the course. The form is collected by the incumbent who then reviews the document for completion, retrieves the release of liability form (if applicable), makes copies of both and sends the original incident report and copy of the release of liability form to Environmental Health and Safety. The copy of the report and the original release of liability form is filed in a three-ring binder.
Be the Floor Marshall for the second floor of the Physical Science building.
Perform all other related job duties as assigned.
Candidates must possess the following minimum qualifications:
The equivalent of two (2) years of general office clerical work experience.
Working knowledge of office methods, procedures and practices, and a thorough knowledge of correct English, grammar, spelling and punctuation.
General knowledge of applicable university infrastructure, policies and procedures.
Ability to learn, interpret independently, and apply a variety of complex policies and procedures, along with the ability 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.
Ability to establish and maintain effective working relationships with a diverse group of people, along with active problem solving skills.
Ability to multi-task while handling constant interuptions.
Working knowledge of MS Office software programs.
Working knowledge of PeopleSoft.
Experience working in an administrative role in higher education.
General knowledge of Health and Human Ecology program requirements.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position may be considered a limited or general 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.
California State University, San Bernardino 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 adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096).
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.