Administrative Assistant in Fullerton, California at CSU Fullerton Auxiliary Services Corporation

Location: Fullerton, CA

Department: Research Grant Employees

Category: Administrative Assistant

Job Type: Full-time

Job Number: 03709

Description

TRIO Student Support Services provides comprehensive services to ensure CSUF undergraduate students who are first-generation or low-income or have disabilities graduate with their bachelor's degree. The goal of TRIO SSS is to increase all program participants' academic achievement, persistence, and graduation rates. TRIO SSS provides holistic academic advisement, community-building events, student success programming, and leadership development opportunities to achieve program goals.

Under the supervision of the TRIO SSS Director, the Administrative Assistant provides clerical and operational support. The Administrative Assistant provides front desk coverage, schedules, processes student records, and maintains student databases. Generates and distributes student announcements for program activities. Composes correspondence and communicates with campus and community partners. Plans, coordinates, and provides administrative support for special events and programs in collaboration with CSUF, community partners, and other professional agencies. Participates in the writing and editing of procedural manuals and provides direction to student staff. Provides support to the Academic Counselor and Director on daily duties, special projects, and special events as needed.

*Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond the current Grant/Contract funding is contingent upon continued funding.

Essential Duties

• support on the day of the event.
• Provides weekly budget support, including monitoring the budget, submitting check requisitions, purchase orders, travel, etc. Completes budget forms.
• Responsible for the day-to-day office needs and has strong knowledge of office procedures and practices.
• Provides administrative support with data entry, processing new hire paperwork for student workers, managing the database and files of participant information, and maintaining records for the office. Responsibly handles and collects sensitive data and information.
• Provides administrative support with the development and completion of projects, reviews reports, organizes, and plans activities under the direction of the Director of TRIO SSS. Assists in completing the annual performance report and other periodic project activities and progress updates.
• Assists in the tracking of program alums and alumnae.
• Composes correspondence, proofreads, and edits draft documents.
• Monitors and updates department web page and social media outlets.
• Serves as a liaison between TRIO SSS and members of the campus, the community, and other organizations. Must use strong interpersonal and customer service skills needed to interact successfully with a diverse community of students, and campus partners, in-person, remotely through virtual connections, over the phone, and by email.
• Establishes and maintains effective working relationships with the campus, the community, and professional entities.
• Some early morning, evening, and weekend work is required.
• Other duties as assigned.

Qualifications

• Minimum three (3) years of experience in general office, clerical or secretarial work or the equivalent.
• Minimum two (2) years of experience working with all Microsoft Office programs; including Outlook.
• Minimum one (1) year experience working with database systems.
• Ability to learn, identify, and independently interpret and apply various complex policies and procedures.
• Excellent interpersonal and customer service skills to interact successfully with a diverse community of student participants, campus partners, and other contacts in person, over the telephone, by email, and through online connections.
• Ability to use personal initiative and complete work independently and on deadline.
• Experience overcoming educational barriers similar to those confronting program participants.
• Demonstrated ability to work with accuracy and reliability in managing details and confidential data.
• Excellent written and oral communication skills.
• Demonstrated ability to prepare and draft correspondence.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Self-motivated with the ability to multitask in a fast-paced, complex environment.
• Demonstrated ability to plan, prioritize, organize and work efficiently.
• Experience working with databases, spreadsheets, and other related documents.
• Experience monitoring budgets.
• Ability to work independently and in a team environment.
• Demonstrated ability to maintain composure while working under pressure, balancing multiple priorities and deadlines.
• Demonstrated awareness to multi-cultural needs and characteristics of the TRIO SSS population.

EDUCATION:

• Minimum high school diploma or equivalent

PHYSICAL DEMANDS:

Prolonged sitting in front of computer. Walking, talking, hearing, pulling, bending, may carry 10-15 pounds of objects/material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.

APPLICATION PROCEDURE:

CSU Fullerton, Auxiliary Services Corporation (ASC) is an Equal Opportunity/Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at (657) 278-4117.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position.

BENEFITS:

Health, dental, vision, life, health care flex plan, LTD, vacation, sick leave, holiday, credit union, tuition reimbursement and retirement plan with company match. All benefits will be administered according to policies and/or procedures.

Benefits:

ASC offers comprehensive benefits based on employment classification. To learn more about ASC's benefits please view the information here.

Salary Range: 20.00-23.00