Receptionist (19-31)

California State University - California4.3

Full-time
(Job #19-31) Administrative Support Assistant II, Receptionist, $2,600-4,458/month. Appointments are typically made at the beginning of the salary range. This is a full-time, 12-month pay plan, non-exempt, temporary position in the Office of the President. This position comes with an extensive benefits package that includes comprehensive medical, dental, and vision coverage, CalPERS retirement, Fee Waiver eligibility (reduced tuition on most CSU system classes), life insurance, and voluntary pre-tax health and dependent care reimbursement accounts. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

General Description: Under the lead direction of the Presidential Aide, the incumbent is responsible for providing reception, office, and administrative support to the President’s Office by performing complex and varied clerical duties, responding to campus and community inquiries, and by planning, coordinating, and implementing various projects, events, and activities. This position provides direct support to the President, including processing and logging sensitive and confidential information and forms, and coordinating calendars and meetings.

Duties: This position serves as the first contact for the President’s Office and responds to visitors, phone calls, and email, screens inquiries, requests, concerns, and issues brought forward by faculty, staff, students, administrators, and community members. Processes incoming and outgoing mail, prepares correspondence and certificates, coordinates mailings with the Marketing and Communications Department and other campus offices, including large mailings of letters from the President. Coordinates, schedules, and oversees the use of the Corbett Conference Room, including set-up of the computer, projector and conference phone, and providing instruction and technical assistance to users. Provides hospitality services for guests, meetings, and conference rooms. Serves as direct administrative support to the President in the absence of the Presidential Aide. Performs backup support for the Confidential Administrative Support position. Maintains electronic and paper filing systems. Responsible for office inventory, equipment maintenance, ordering supplies, and serves as office sustainability coordinator. Assists in website maintenance using Drupal, and on line document and shared form creation using Google Drive and Google Forms. Processes Requests for International Travel Authorization forms. Plans, oversees, and coordinates the new employee welcome bag program, annual Staff Recognition Awards Luncheon and selection process, assists with the Silver Lamp Luncheon, and Staff Appreciation Ceremony. Coordinates President's Commencement Platform Party accommodations and regalia. Assists with planning and coordination of other special events hosted by the President's Office, including, but not limited to, Fall Welcome, Spring Welcome, campus holiday party, University Senate Reception, and Distinguished Faculty Awards.

The incumbent must have a professional demeanor, excellent communication skills, and the ability to perform all duties with confidentiality, tact and diplomacy.

Minimum Qualifications: Completion of a high school program or its equivalent and some experience in an office environment that has provided the applicant with the knowledge, skills, and abilities listed below.

Knowledge, Skills, and Abilities:
Knowledge
  • General working knowledge of applicable university infrastructure, policies, and procedures
  • Thorough knowledge of office methods, procedures, and practices
  • Thorough knowledge of English grammar, punctuation, and spelling
  • Fluency in using standard office software packages: word processing and spreadsheet applications, specifically Microsoft Word and Excel
Skills
  • Work involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills, including the ability to work cooperatively and effectively in person and over the telephone with employees at various levels of an organization, students, and with the general public
  • Demonstrated competence in effectively presenting standard information in writing
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions
Ability to:
  • Provide friendly, helpful assistance while maintaining a calm, professional demeanor, even during busy periods and in stressful situations
  • Communicate effectively both orally and in writing
  • Establish and maintain positive working relationships with staff, students and faculty from diverse backgrounds
  • Learn, understand, interpret independently, and apply a variety of complex policies and procedures in specific situations
  • Apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions
  • Effectively organize, prioritize and complete tasks independently in a fast-paced environment with frequent interruptions and conflicting deadlines
  • Perform standard arithmetic functions of a transactional nature, including tracking and comparing data
  • Use standard office equipment
  • Perform detailed work with accuracy
  • Accept direction from multiple sources
  • Make independent decisions and exercise sound judgment
  • Maintain a high degree of confidentiality and exercise discretion and appropriate judgement in handling sensitive material
  • Work at a computer and desk for extended periods of time, travel between campus offices and/or off-campus locations for document deliveries, events, errands, purchasing, pick up and deliveries.
Preferred Qualifications:
  • Bachelor’s degree
  • Two years of full-time general office experience
  • Experience performing confidential clerical tasks in a professional office
  • Experience performing efficient and accurate data entry
  • Experience with web design software
  • Intermediate or higher skills in the Microsoft Office Suite (with an emphasis in Excel and Word)
  • Experience using Google email and calendar, 25Live calendar, OBI, PeopleSoft, and Drupal is a plus
Application Procedure: To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):

  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references
  • HSU Employment History Form (HSU Employment History Form: https://forms.humboldt.edu/employment-history-form)
CLICK HERE TO APPLY NOW: http://apply.interfolio.com/62085

(NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).

Application Deadline: The deadline to submit application materials is 11:59 p.m. on Friday, April 19, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to careers@humboldt.edu that includes the job number (19-31) and applicant’s last name in the subject line of the message.

HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.
It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education-or activities only part of which are qualifying-will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus.
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily before any candidate can be offered a position with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Humboldt State University is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.
Humboldt State University is a Title IX/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, protected veteran status, or any other legally protected status.
Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.