Job No: 531025
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)Job Summary:
The position serves the Professional and Continuing Education (PaCE) department primarily by providing administrative support to PaCE educational programs, Program Specialists, and PaCE leadership.
Major duties and responsibilities:
Administrative Support for PaCE Educational Programs

• Provide a variety of clerical functions as assigned by PaCE leadership that support operations for a variety of educational programs.
• Communicate in various formats (such as social media, email, texting, voice, video conferencing, and chat) with a variety of internal and external constituents such as students (current and prospective), clients, partners, and officials from government and other organizations.
• Provide various student service support functions such as admissions, registrations, enrollment management, analyze student records, etc.
• Participate in and coordinate promotional and marketing events. Participation can be in a different capacity at times, working independently or as a team.
• Conduct basic primary and secondary research, both internal and external to the university and college. This would include marketing analysis, student satisfaction surveys, competitor analysis, labor market analysis, etc.
• Complete clerical tasks related to development and management of courses and programs.
• Prepare and disseminate materials for marketing and promotional events.

Data Preparation and Maintenance

• Participate in and coordinate CRM (currently use Salesforce) data input, maintenance, and reporting.
• Collect, collate, and interpret data from current and prospective students. This would include reviewing documents such as applications and supporting documentation for completeness.
• Organize and maintain data and files for use by operations and reporting.
• Prepare a variety of reports as needed (e.g., financial, data, etc.). Download information from programs such as PeopleSoft Data Warehouse and Salesforce. Retrieve data from various sources may be needed for some reports. Must be presentable and understandable by various audiences.
• Development, coordination, and updating of training procedures.

Technology

• Learn new technologies that support PaCE operations.
• Train colleagues and student assistants and the use of technology systems and processes by PaCE.
• Participate in the research and testing of technology systems used or to potentially be used by PaCE.

Additional Duties

• Attend work-related training events and other PaCE meetings.
• Other duties as assigned.

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Entry to this classification requires a 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.
• Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• Some positions may require a knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
• 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 broader 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.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Preferred Qualifications

• Moderate to complex clerical skills involving the use of judgment and discretion in support of an administrative department, team, or individual.
• Project management skills of moderate scope and complexity, such as proactive completion of smaller to medium scale projects or components of larger projects.
• Ability to create, revise, follow, and train others using procedures.
• Proactively perform relatively independently with general instructions.
• Own priorities are regularly set, and multiple work priorities are managed. May help set priorities for others but primarily accountable for own work results.
• Planning and coordinating clerical work activities and providing lead work direction and/or training and assistance to others in work processes and procedures.
• Regular use of judgment and discretion. Courses of action are guided by some interpretation of policies and procedures, or other official resource(s). Problem solving and at times, creative solutions are developed. Ingenuity may be used to adapt guidelines and procedures to meet new needs.
• Moderate to advanced technology skills using web apps, spreadsheets, databases, productivity software, and communications technologies of varied types.
• Basic skills for leading others.
• Technologies: Google Suite, MS Office, Salesforce or other CRM, web apps, videoconferencing, task and project management, social media platforms, Canva, etc.

Compensation and Benefits:
Anticipated Hiring Range: $3,505 - $3,585 per month
Classification Salary Range: $3,505 - $5,508 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Non-exempt/Probationary
Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is September 7, 2023
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at Nora.Fernandez@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act