Administrative Assistant (1013822)

California State University - California4.3

Full-time$3,100 - $5,500 a month
Chancellor's Office Statement
Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Assistant. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

The salary range for this classification is $3,115 to $5,475 per month.

Position Information
The California State University, Office of the Chancellor, is seeking an Administrative Assistant to serve as the administrative support assistant to the staff and management of Information Technology. The incumbent performs various responsibilities, assignments, and tasks ranging from moderate to complex in scope. The incumbent establishes priorities and works independently with minimal supervision in the performance of the positions responsibilities and duties. Assignments vary from general office duties, planning for meetings and conferences, clerical and secretarial support including, but not limited to scheduling, calendar support, document and records support, data gathering and a variety of general.


Under the general direction of the Director of IT Operation, the Administrative Assistant will:
  • Assist in the coordination and maintenance of the IT department, Senior Management, and staff calendars including scheduling, prioritizing and tracking meetings with event preparation reminders on Outlook.
  • Work directly with the chairperson of several committees to perform administrative duties in preparation of these meetings.
  • Lead coordinator for monthly committee meetings and agenda planning meetings.
  • Coordinate and schedule all ITS department travel; process travel claims and expenses.
  • Assist the IT Senior Management with developing Executive notes, agendas, preparing meeting materials, meeting note taking and follow up.
  • Assist in the development of proofing, editing, publishing, and maintenance of department reports and other documents.
  • Draft and publish routine correspondence, memos, reports, letters and other related documents to assist the department in meeting its goals and objectives.
  • Create and track communications.
  • Assist the IT Senior Management with budget reports.
  • Organize and maintain IT contracts (budget reports and billing campuses via CPO).
  • Responsible for conference billing (cancellations, CPO processing)
  • Maintain accurate records of department procard purchases and submit procard reconciliation on monthly basis.
  • Prepare check requests with all backup documentation required.
  • Manage and complete departmental clerical work including filing, copying and scanning.
  • Primary point person for daily mail distribuition and department mailings.
  • Primary person to order the department copy paper.
  • Track ITS department office supplies and order general supplies.
  • Complete responsibility of coordinating conferences, meetings, catered luncheons, including finding locations, budget and menu decisions.
  • Primary person setting up ITS onsite meeting room logistics including water and coffee.
  • Keep track of dietary needs of committee members.
  • Provide `meeting member guest list' to security for all on-site visitors; greet and escort to meeting location.
  • Serve as point of contact and information resource via email/phone/direct contact with department, campuses and colleagues regarding status of projects, policies, procedures, and maintenance issues, and reminders.
  • Take initiative to support continuous improvement and assists with refinement of office procedures.
  • Track department physical IT inventory and maintain records of property forms, software, licenses, and certificates.
  • Obtain approval and coordinate purchase of all department hardware/software.
  • Maintain document control of sensitive information.
  • Purchase and track office supply orders.
  • Arrange set up for consultants' hardware/software location/security access.
  • Act as liaison between ITS and vendors.
  • Daily briefing meetings with Senior Management to go over day's projects and timelines.
  • Set up of weekly meeting and take minutes.
  • Prepare `hard copy `committee meeting packages' for distribution.
  • Schedule all follow up meetings as requested by directors.
  • Schedule offsite meetings using required procedures from conference services.
  • Maintain calendar reminders for reserving conference rooms for recurring meetings throughout the year.
  • Set up teleconferences and maintain file folders on each user.
  • Provide onsite assistance during meetings; ensure all materials and technologies are available and operational at meeting sites.
  • Maintain listserv and other distribution lists.
  • Register staff for seminars and conferences.
  • Set up new hires with ordering of all software/hardware needs, log-on id's, passwords, email, telephone extension, and provide general orientation on start date and follow up on technical issues.
  • Act as the primary responder to the IT central phone line and other IT Senior Management phone lines; facilitate outgoing department faxes.
  • Prepare separation documents for employees/consultants leaving CO.
  • Distribute paychecks for the ITS staff.
  • Work on special projects and other duties as assigned.

This position requires:
  • This position requires five years of progressively responsible work experience as a secretary or administrative support staff member operating with minimal supervision and a high degree of self-direction and initiative, or equivalent combination of education and related experience.
  • Demonstration of strong interpersonal skills with ability to establish and maintain effective cooperative working relationships with employees of all levels.
  • Ability to function efficiently in high volume, deadline-driven environment; complete projects on schedule.
  • Ability to multi-task, and adapt quickly to rapidly changing priorities, multiple projects, and frequent interruptions.
  • Demonstrate strong organizational skills with ability to prioritize and complete daily tasks.
  • Possess thorough knowledge of English grammar, spelling and punctuation; accurate proofread and composition skills.
  • Proficient and accurate in basic math.
  • Demonstrates use of independent judgment and takes personal initiative.
  • Ability to follow instructions; work independently with no supervision and little or no required follow up.
  • Ability to provide recommendations and guidance related to operational and procedural matters within the department.
  • Ability to present information concisely, effectively, and accurately both verbally and in writing.
  • Demonstrate proficiency and thorough knowledge with, calculator, copy and fax machines, label maker and laptop.
  • Proficiency in Microsoft Office (Word, Excel, Power Point, and Outlook).
  • Ability to manage complex calendars.
  • Ability to anticipate/analyze problems and resolve quickly.
  • Proficiency in using research tools to gather information and make informed decisions, support initiatives, and find solutions.
  • Demonstrate competency in retrieving and compiling data from various sources.
  • Ability to serve as an information and communication manager to the department.
  • Demonstrate problem solving ability for daily departmental issues, i.e. facilities requests, hardware/software issues, scheduling conflicts, etc.
  • Ability to keep information, content, intent, and sources confidential.
  • Promote a team-oriented environment by being a team player.
Application Period
Resumes will be accepted until March 28, 2019 or until job posting is removed.

How To Apply
To apply for this position, click on the link at the top of the screen.

Equal Employment Opportunity
The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.