Job No. 546897 SSE Dean's Assistant

Job Description:

Job No. 546897 SSE Dean's Assistant

Description

CLASSIFICATION TITLE: Administrative Support Coordinator II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before December 31, 2025. Any continuation beyond December 31, 2025 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: $4,058 - $4,800

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

CSU CLASSIFICATION SALARY RANGE: $4,058 - $6,653

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, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Within the College of Social Sciences and Education (SS&E), the Dean's Office serves all departments within the school, including grants and sponsored programs. It is responsible for reviewing and processing student, staff and faculty campus forms including travel, direct pays, timesheets, and RTP files. The Dean's Office also serves as a resource to all departments within the College of SS&E for new or updated information, organizing commencement ceremonies, and organizing meetings that provide pertinent information to campus staff, faculty, and the community.

The Administrative Support Coordinator Il, under the general direction of the Dean, acts as direct support to the Dean, is responsible for assisting the Dean's Office with scheduling meetings, organizing travel, event planning and coordination, providing input for staff decisions and evaluation, office organization, and conducting research to contribute to solutions for a range of operational and procedural office and administrative issues. The incumbent is a resource for office staff and faculty, applying appropriate protocol and general information, providing input for informed decision making, and maintaining academic policy compliance.

DUTIES & RESPONSIBILITIES:

Assist Dean & Dean's Office Staff

• Independently provide comprehensive administrative and operational support to the Dean and Dean’s Office staff, ensuring efficient workflow, effective communication, and adherence to university policies.
• Maintain and monitor the Dean’s calendar, coordinating complex scheduling needs and resolving conflicts as necessary.
• Schedule daily, weekly, and monthly meetings, ensuring alignment with multiple stakeholders’ availability.
• Arrange travel, prepare itineraries, and process reimbursement forms for the Dean and Associate Dean, ensuring compliance with university policies.
• Coordinate and monitor the progress of small and large independent and collaborative projects and events assigned by the Dean.
• Serve as a liaison between the Dean’s Office and internal and external entities, disseminating information with professionalism and discretion to appropriate parties.
• Prepare and distribute meeting agendas, take and transcribe meeting minutes, and follow up on action items for the Dean and Dean's office staff.
• Assist with drafting, editing, and proofreading memos, letters, and other correspondence on behalf of the Dean.
• Serve as the office contact for maintenance of office equipment through the IT department.
• Create, submit, and track work orders for area building maintenance concerns and issues.
• Maintain confidential office files in compliance with university policies.

Coordinate Front Office Activities for Dean's Office

• Provide frontline customer service, greeting and assisting students, faculty, staff, and community members with inquiries and referrals.
• Perform and oversee general office functions such as answering phones and conveying messages, screening and distributing mail, submitting work orders, and monitoring office for equipment maintenance/repairs as needed.
• Provide lead direction to other office staff as directed, ensuring consistency in office operations.
• Create, maintain, and complete forms, letters, procedures and reports, and other communications from the Dean’s Office with external entities and review for completeness and accuracy.
• Maintain confidential office files and logs.
• Inventory and procure office supplies, stationery, equipment, and materials as needed.
• Process and route student forms, verifying accuracy and compliance with university procedures.
• Support a safe and organized work environment by adhering to university safety protocols and procedures.

College Administration Support

• Assist in ensuring college and campus policy compliance, providing office and College staff with updates on relevant procedures, processes, program(s) implementation, and deadlines.
• Communicate campus policy to students and faculty regarding petitions using professionalism and confidentiality.
• Coordinate Student Opinion of Courses and Instruction (SOCI) distribution, collection, and results distribution each semester.
• Manage the collection, storage, and check-in/out of faculty Retention, Tenure, and Promotion (RTP) files, ensuring secure storage and proper check-in/out procedures.
• Assist with providing administrative support to departments within the College during short-term staffing gaps.
• Track and maintain College’s absence calendar, processing timekeeping records in accordance with university guidelines.
• Update building and College directories, as needed.
• Plan and coordinate College events, including preparation of programs and scripts and logistical arrangements, serving as a College representative for university functions such as commencement.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and five (5) years of recent (within seven years) related office work experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) -

• Regular and reliable attendance is required.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects
• Ability to handle multiple work projects and events routinely and independently.
• Independent decisions on day-to-day operations are made using campus policy.
• Ability to support large scale, complex projects in broad coordination with other departments through planning and executing.
• Knowledge of project needs to identify, detail, initiate, and delegate work.
• Ability to operate, understand, and train office staff on office equipment and campus technology.
• Ability to work under minimal supervision while setting priorities and completing all work in a timely manner.
• Working knowledge of budget policies and procedures.
• 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.
• Possesses a customer-oriented and service-centered attitude.
• 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 utilizing 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.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

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.

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.

MANDATED REPORTER: Not Mandated.

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.

EEO STATEMENT All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the CSU Bakersfield provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU Bakersfield complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

The CSU Bakersfield is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At CSU Bakersfield, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Advertised: Mar 24 2025 Pacific Daylight Time
Applications close: Apr 07 2025 Pacific Daylight Time