Cal Poly Humboldt Sponsored Programs Foundation

Job Announcement
This is not a state position

Job Title: ADMINISTRATIVE SUPPORT ASSISTANT -Full time
Wage: $19.26- $23.64/hr depending on education and experience (appointment is generally at step one of
the salary range). One full time, temporary project position with health, dental and vision benefits.
Anticipated starting date of December 16th. This is a grant funded position funded through August 31,
2023. Continued appointment for the 2023-24 and subsequent academic years is contingent upon
continued funding, which is anticipated. The 2022-23 academic year is the third year in an approved five-
year grant program. The SSS program has been continuously funded at HSU since the program’s
inception in 1972.
Project Name: TRiOStudent Support Services 20-25 F3188
Supervisor: Lead supervision is provided by the Administrative Support Coordinator for EOP/SSS, with
general oversight provided by the EOP/Student Support Services Director.
Position Summary: The SSS Administrative Support Assistant provides varying levels of general office,
clerical, and secretarial support for the EOP and SSS programs, including administrative support for grant
funded personnel housed in the Learning Center and special educational equity programs (Summer
Bridge, Access and Academic Development). Work activities include processing mail, maintaining
student files and program records, scheduling and arranging appointments, providing budget support,
processing of documents and records, gathering and inputting electronic data and records, preparing
standard and electronic reports, and providing customer service, referral, and general problem solving
within the area of general reception. The incumbent is also responsible for the hiring, training,
supervision, and evaluation of student assistant staff who support these program functions.
DUTIES:
Program Reception and Front Office Oversight

a. Answers multi-line phone, screens calls and refers or records messages as appropriate
b. Greets students and general public, answers requests for information and/or refers to

appropriate program staff or university office.
c. Schedules staff appointments for students
d. Handles general clerical duties for advisors and other professional staff as assigned by the

lead supervisor.
e. Opens and screens all incoming mail and distributes to appropriate personnel.
f. Updates aesthetic features and informational bulletin boards, pamphlets, forms, job

announcements, and other reference materials in the general office area and computer lab to
create a welcoming and engaging office atmosphere

g. Photocopies, faxes, scans, and collates materials for advisors and other professional
program staff in support of general operations, as well as for special projects as assigned by
the lead supervisor.

h. Assists in maintaining inventory of office supplies, ordering, and distributing supplies to
appropriate offices or program personnel.

i. Provides oversight, support, and problem solving for student computer lab.

j. Assists in the hiring, training, scheduling, and performance monitoring of front reception
student assistants, including adherence to office policies and procedures, and protection of
confidential student and staff information. Periodically updates student training and
program manual when needed.

k. Assists with onboarding of new professional staff
Program Administrative and Record Keeping Support

l. Processes work orders for maintenance and requests for IT support as the need
arises.

m. Manages the organization and updates for electronic student files, including periodic audits
of student files of required materials in student files; manages organization of inactive
student files, and destroys outdated files or materials as directed.

n. Updates student and program information and program service records through data
entry into the Student Information System and other program databases; runs and
distributes electronic reports in support of standard office operations.

o. Ensures that confidentiality of information is maintained.
p. Assists with the processing of monthly payroll, including collection and preparation of

student timesheets. Assists with SSS payroll & absence reports/level of effort forms when
needed.

q. Assists with preparation and review of new student applications. Assists in outreach to
newly admitted students. Participates on the EOP/SSS admissions screening committee

Social Media, Marketing, and Program Promotion

r. Has primary responsibility for developing and maintaining our program’s social media
campaigns, including student accomplishments, alumni spotlights, program services, and
special activities

s. Creates promotional flyers for elevating student awareness and participation in sponsored
events, using provided content and/or newly created content in coordination with program
staff

t. Supports efforts to raise awareness of program services, accomplishments, sense of
belonging, and celebration by assisting with student outreach, creating program
publications, and other informational promotional materials

MINIMUM QUALIFICATIONS: EDUCATION and EXPERIENCE: Completion of a high school
program or its equivalent. Experience working in an office setting, including telephone and public
reception. Good communication skills and public relations skills. Ability to work independently on daily
tasks and assigned projects having a moderate scope of complexity. Demonstrated ability to manage and
independently prioritize multiple work assignments, which may include office reception, student
supervision, computer data entry, electronic calendaring of appointments, application processing, and a
variety of other related clerical work. Demonstrated ability to use judgement, discretion, creativity, and
problem solving in work assignments.
KNOWLEDGE AND ABILITIES: fundamental written and oral communication skills, including a
sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office
procedures; an ability to operate standard office equipment; an ability to learn office technology systems;
an ability to perform basic mathematical calculations; and typing, computer, and keyboard skills.
PREFERRED QUALIFICATIONS: Experience working with low-income and first-generation
populations is desired. Priority given to applicants who have overcome barriers similar to those facing

program participants. Prior experience working in a highly diverse office setting and with a highly diverse
student population is desirable. Intermediate level proficiency with Google programs (Gmail, calendar,
drive, docs, sheets, forms) and Microsoft Office Suite, including Excel and Access. Knowledge of web
page development and social media desired. Associate Degree or higher preferred. Oral and written
fluency in Spanish is highly desired.
APPLICATION INSTRUCTIONS: To apply submit 1) a resume, 2) cover letter, 3) three
professional references along with a completed and 5) the HSU SPF Employee Information
Form for Applicants to ers21@humboldt.edu
APPLICATION DEADLINE: This position is open until filled. Review of applications will begin on
Monday, November 28th, 2022.
Cal Poly Humboldt Sponsored Programs Foundation is an Equal Opportunity /Affirmative Action
Employer. All qualified applicants will receive consideration for employment without regard to race,
color, religion, age, sex including sexual orientation and gender identity, national origin, disability,
protected Veteran Status, or any other legally protected status. More information about Cal Poly
Humboldt SPF’s Equal Employment Opportunity hiring can be found here.

For assistance with the application process, please submit an Accommodation Request Form, which can
be found here or contact ADA Coordinator at 707.826.3626 or confidential fax at 707.826.3625.
For more information regarding accommodation, you may also visit the Cal Poly Humboldt
Human Resources website at http://www.humboldt.edu/hsuhr. Individuals in need of a
telecommunications relay service may contact the California Relay Service at 877.735.2929
TTY.
A background check (including a criminal records check) must be completed satisfactorily before any
candidate can be offered this position within Cal Poly Humboldt SPF. Failure to satisfactorily complete
the background check may affect the application status of applicants or continued employment of current
Cal Poly Humboldt SPF employees who apply for this position