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Posted: July 08 2016
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Description6065 Administrative Support Assistant II, College of Arts and (6065)
California State University 411 reviews - San Diego, CA
ResponsibilitiesClerical and Instructional Support
Prepares a variety of materials, such as letters, memos, announcements, reports, forms, and documents of various kinds for faculty, in hard copy and electronically.
Establishes and maintains hard copy files and internal spreadsheets for graduate admissions process. Tracks progress of graduate applications, prepares files for committee review, and answers all questions related to graduate admission process.
Provides clerical support as assigned for department programs.
Serves as Inventory Coordinator for the department. Utilizes campus inventory software to maintain and track equipment and computer inventories. Maintains inventory of supplies.
Serves as Telephone Coordinator for the department and attends their regular meetings.
Assists ASC II with processing of travel documents for faculty domestic travel.
Maintains a departmental budget tracking system as well as a budget tracking system for individual faculty allocations.
At the direction of the ASC II, prepares mid-year and year-end budget reports using campus database software.
Maintains a tracking system for monthly ISA expenditures and prepares ISA payroll documents for review by the ASC II.
Responsible for training new work study students.
Tracks department enrollment numbers, annually updating enrollment data history for all courses in Political Science and ISCOR.
Maintains department files for past semester syllabi in hard copy and on library online database.
Responsible for keeping updated addresses, email, and office hours listing of all current faculty and emeritus professors.
Designs and develops department brochures and flyers.
Responsible for reproduction requests for faculty and staff, determining optimum method (duplicator, copier).
RequirementsExperience and Education
Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic arithmetic calculations; and typing and keyboard skills.
These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.
Proficiency in Microsoft Office Suite
Experience working at a front desk or reception area.
Experience maintaining budgets.
Experience working in a higher education or public sector setting.
Knowledge, Skills & Abilities
The ideal candidate must possess the following:
Experience to be proficient in performing most or all work assignments.
General working knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office methods, procedures, and practices.
Fluency in using standard office software packages.
Thorough knowledge of English grammar, punctuation, and spelling.
Ability to use standard office equipment.
Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
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.
Fundamental writing and presentation skills to effectively communicate standard information.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions.