MAESTROs Project Assistant

California State University, Monterey Bay - Monterey Bay, CA4.5

This is a 30hrs per week benefited position. Renewed annually depending upon continued grant funding.
The University Corporation at California State University, Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University 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 University 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 University Corporation is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

The Making Accessible and Effective Systems for Teacher Readiness Outcomes (MAESTROs) Project aims to improve retention and completion rates for Hispanic and low-income students on the academic pathway to become teachers, and prepare these students for urgent local and statewide teacher workforce needs. The MAESTROs Project Assistant will report to the MAESTROs Project Coordinator, and to the Project Directors, the Principal Investigators of the CSUMB Title 5 HSI Grant, funded by the U.S. Department of Education.

Under the general supervision of the MAESTROs Project Coordinator and Project Director, this position is responsible for providing specialized and complex administrative support and coordination functions for the CSUMB Title 5 HSI Education Grant, funded by the U.S. Department of Education. The MAESTROs Project Assistant must demonstrate initiative, problem solving, financial reporting, and decision-making skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Provides direct comprehensive administrative and clerical support for the Project Coordinator. This includes but is not limited to: managing the business calendar; coordinating, scheduling and confirming appointments and meetings as requested; composes draft replies and memos of a wide variety of communications for review by the Project Coordinator.
Assists Project Directors and Project Coordinator by coordinating all project activities. Coordinates student registration procedures. Assists in coordinating outreach events, training, topical workshops, orientation and consultation events.
Oversees all written communications, schedules, meetings and contacts with students, faculty, and school district partners. Acts as the program’s primary contact and handles incoming calls, e-mails and addresses questions relating to program. Ensures the accurate dissemination of information and processes.
Coordinates and oversees complex travel arrangements for project staff assuring that travel request are accurately reported and submitted. Makes all travel arrangements including air travel, rental cars, hotel accommodations, prepares the travel claims and reimbursements upon return.
Provides budget support for the Project Directors and Project Coordinator. Monitors and tracks program expenditures in accordance with University policies and procedures. Enters payroll expenses and operating expenditures into budget spreadsheets, reconciling with financial system expense reports, including trial balance reports. Monitors expenses against budget and maintains balances and information.
Assists in the development of project infrastructure to accomplish the goals and objectives of the program. Including developing timelines and monitors completion of tasks, assisting in the development and implementation of a recruitment campaign, and providing support in the production of course materials.
Maintains essential records, tracking systems and financial reports (budgets). Coordinates with Grants & Contracts office, accounting, purchasing, Financial Aid and University Corporation Human Resources departments to see that all financial transactions are processed correctly and in a timely manner. Reconciles monthly reports from the accounting office with internal tracking documents and regularly reports on budget status.

Other Functions:
Performs other duties as assigned.
Promotes and maintains an atmosphere of excellent internal and external customer service.
Attends workshops, conferences, as needed.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.

Knowledge, Skills and Abilities

Excellent writing and oral communication skills. Close attention to detail and a high level of organization are both essential.

Experience to be fully functional in all technical aspects of work assignments. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. Ability to independently handle multiple work unit priorities and projects. Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make projections. Ability to draft and compose correspondence and standard reports. Ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature. Ability to independently organize and plan work projects, including handling multiple priorities and troubleshooting unanticipated problems, in a busy environment. Ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Ability to maintain confidential student records. Ability to and establish and maintain cooperative working relationships within a multicultural, diverse academic community.

Minimum Qualifications

Education and Experience:
Equivalent to three years of progressively increasing responsibility performed under supervision that involved supporting, monitoring and coordinating work through a system of internal procedures and internal controls to ensure the efficient operation of an organization. Education, year for year, may be used to satisfy the work requirement for up to two years of work experience.

Specialized Skills
Working with complex computer systems in a variety of platforms. Ability to create reports in response to requests from department managers, and other university staff and administrators. Macintosh and/or PC computer/software skills, including Microsoft Word and Excel. 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. Ability to complete web-based Defensive Driving training and continue to meet the established driving standards as a condition of employment. Extensive experience with computers MAC/PC and fluency using standard software packages, such as Microsoft Word, Microsoft Excel, Access, and PowerPoint. Must be able to work flexible hours in support of job function.

Ability to complete web-based training in Defensive Driving and continue to meet the established driving standards as a condition of employment.

Preferred Qualifications

Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services; demonstrated technical literacy; demonstrated external relations/marketing capabilities. Spanish-English bilingual and bi-literacy skills.

Special Conditions of Employment
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 Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues.
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.

Compensation and Benefits
The hourly range for this position is $20-22 per hour, dependent upon experience. 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, 13 paid holidays per year and other benefits. University Corporation positions are at will employment.

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.

How to Apply