Classification: Admin Support II Department Name: Science and Environmental Policy Job Number: FP2020-684 Status: Accepting applications; however, due to Shelter in Place, our campus has enacted a Hiring Freeze for all positions.Open until filledOpen Until Filled Priority Screening Date: 03/24/2020 Recruitment Status: Open Until Filled
Position Description: This is a full-time (40hrs/week) benefited position renewable annually based on continued funding.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The Corporation is a nonprofit 501 (3) public benefit corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population. The Corporation is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
PROGRAM SUMMARY: CSUMB is committed to develop programs to attract, retain, and graduate students from diverse backgrounds, and to equip these students with the skills they need for successful careers. To that end, CSUMB developed the Undergraduate Research Opportunities Center (UROC) to provide our students with rigorous and guided undergraduate research experiences. UROC is a cross-campus center that trains, supports, and engages students in undergraduate research (http://csumb.edu/uroc). UROC students work on relevant and innovative research projects at CSUMB, and at regional, state, national, and international research institutions. Their work is guided by a research mentor, supported by UROC staff, and augmented by extensive training in research proposal writing, presentation skills, communication skills, professionalism, and graduate school preparedness. At the core of UROC's curricular offerings is a four semester, two-unit graded series of undergraduate research seminars. This two-year research series prepares students for their undergraduate research experiences, develops their scholarly identity and acumen, and prepares them for graduate school and fellowship applications. Students also communicate their work to the academic community through conference presentations and peer-reviewed publications. Taken together, these experiences prepare our students for successful entry into graduate school and professional careers.
POSITION SUMMARY: Under the direct supervision of the Undergraduate Research Opportunities Center (UROC) Associate Director, the Administrative Assistant is responsible for all administrative duties associated with the Center's HSI STEM & Articulation grant, including budget tracking, database management and report generation; purchase requests, travel requests, and timesheet processing; may assist with outreach and event coordination; and maintaining an efficient and professional office for project clients including students, affiliated faculty, and partner institutions as it relates to the HSI STEM grant.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
With guidance from the UROC Administrative Support Coordinator, monitors HSI STEM & Articulation grant budget and tracks costs and program transactions in accordance with University and Corporation policies and procedures.
Prepares and processes various purchasing forms to include, but not limited to, Purchase Requisition, Reimbursement, and Payment Request forms; reviews and confirms accuracy of invoices for approval of payment.
Enters payroll expenses, operating expenditures, and revenues into budget spreadsheets, reconciling with financial system expense reports, including trial balance reports.
Monitors expenses, staff salaries and payroll balances against budgets.
Processes and reconciles expenditures ensuring compliance with federal, state, and university policies as applicable.
Assists with balance reports, monitoring expenses against budgets, including processed and projected expenses.
Assists in tracking and reporting cost-sharing commitments, including endowment budget activity, as required under federal grant regulations. Provides data for federal and state granting reports and private funder reports.
Completes purchase requests, payment requests, travel-related forms, and employee hiring forms. Applies established processing and accounting procedures. Ensures all expenditures are reasonable, allocable, and allowable according to OMB Circulars and funder guidelines. Reconciles monthly credit card purchases, entering information into the financial system, and preparing monthly credit card reports.
Coordinates travel arrangements for project staff and students, including air travel, rental car, and hotel arrangements as well as travel requests and claims in accordance with CSU policies and procedures.Schedules and coordinates complex arrangements for large meetings, activities and events, inter-institutional meetings, grant related program events with other participating institutions, and fundraising events.
Provides clerical support to the staff including, but not limited to, coordination of publication production, special event coordination, and mass mailings.
Handles sensitive and/or confidential documents and information where judgment and discretion are essential.
Ensures confidentiality of all program records and other sensitive information.
Performs other duties as assigned by the supervisor
Promotes and maintains an atmosphere of excellent internal and external customer service within the program and campus community.
PHYSICAL WORK ENVIRONMENT:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
Knowledge, Skills and Abilities: Experience and knowledge to be fully functional in all technical aspects of work assignments. Thorough mastery of English grammar, spelling, punctuation and editing. Knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems. Ability to: perform standard arithmetic functions of a transactional nature, including tracking and comparing data and make accurate projections requiring some inference; effectively write and present reports; use negotiation and persuasion skills to achieve results and expedite projects; effectively handle interpersonal interactions at all levels and highly sensitive interpersonal situations; establish and maintain cooperative working relationships with students, faculty, staff and others within a multicultural and diverse academic community. Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Ability to clearly communicate orally and in writing. Ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. Demonstrated ability to self-direct and utilize training skills; work cooperatively in a busy office; learn, interpret and apply a wide variety of Federal (OMB Circulars), State, and University regulations.
Minimum Qualifications: Equivalent to three (3) years of progressively responsible general administrative support experience that have provided the applicant with the knowledge and abilities, listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required clerical experience.
Specialized Skills: Special Conditions of Employment: Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Fluency in using standard office software packages.
Preferred Qualifications: Knowledge of and experience with Microsoft Office Professional Suite, Oracle-PeopleSoft (student records and accounts), Google mail (Gmail) and calendaring programs, Oracle Performance Management System (formerly Hyperion), Internet browsers, and web editing software. Knowledge of California State University procedures related to travel, purchasing, budget preparation management and personnel using an Oracle-PeopleSoft/CMS baseline system. Familiarity with multimedia (equipment and applications). Highly desirable: Demonstrated understanding of and commitment to CSUMBs Vision.
Special Conditions of Employment: The person holding this position is considered a 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.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.
The University Corporation at Monterey Bay 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.
All employees must be eligible for employment in the U.S.
This position is required to maintain confidentiality as outlined in the Department of Educations Family Educational Rights and Privacy Act (FERPA) and Californias Educational Code Chapter 13 regarding sensitive student issues.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
University Corporation positions are at will employment.
Compensation and Benefits: The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. The hourly rate for this position is: $18.27. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards. Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.
The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing
A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.
Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.org.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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