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Career Opportunities

Assistant to the Registrar (Administrative Support Coordinator I)

Apply now Job no: 500906
Work type: Staff
Location: Dominguez Hills
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary

Position Information    

This is a full-time, permanent (probationary) position.

Conditions of Employment        

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  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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.

Application Deadline & Salary Information        

The application deadline is June 14, 2021.

The salary range for this classification is $3,064 - $5,148 monthly.

Major Duties

Under the general supervision of the University Registrar, the Office Coordinator provides administrative support for the Office of Records and Registration. The incumbent provides assistance with day to day administration of the office, budget and requisition tracking,
communicates with vendors, supports personnel transactions, payroll and other office functions such as answering phone calls on behalf of Records management. The incumbent carries out assigned duties with minimal supervision and executes independent judgment in
completing tasks. Administrative work, projects, and training development functions of this position require knowledge of university policies, procedures, and regulations.

Qualifications

Required Experience: Several years of related office work experience equivalent to three (3) years.

Required Education: These entry qualifications would normally be obtained through a high school program, technical/vocational program, or equivalents.

Required Knowledge, Skills, and Abilities:

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.
Strong oral and written communication skills.
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.

Preferred Experience: Experience working with student information systems.

Responsibilities

60% - Administrative Support for the Office of Records and Registration Coordinates the day-to-day clerical and administrative support functions for the department including orders supplies, makes travel arrangements for professional staff, completes expense claims, handles personnel documents, and schedules staff and department meetings. Monitors Absence Management; including vacation and sick calendar for staff and student worker time for Supervisor approval. Records and maintains minutes for all Registrar’s Office meetings. Files documents and responsible for the maintenance and safeguarding of confidential information. Reviews current technologies in the office and suggests ways in which to utilize these technologies for records, such as OnBase. May be responsible for multiple projects. Receives incoming correspondence to include student, parent or campus community phone calls, letters, faxes, or emails into the Records office and ensures the appropriate steps are taken for a resolution. Sorts mail and date-stamps transcripts. Attaches appropriate background information and flags priority items for the Registrar's attention. Types specific correspondence and other written materials for the Registrar. Provides support to the Records Office by mailing and/or emailing SAPAC decision letters to students. Answers general questions related to the SAPAC process over the phone or in person.

20% - Department Budget and Personnel Transactions Coordinates workflow on matters pertaining to requisitions, purchasing and other budgetary matters with Division Fiscal Officer. Maintains a record keeping system to include the General fund and several fee accounts. Verifies financial information for the office, monitors budget expenditures, and reports any potential problems regarding budget inconsistencies, expenditures, and allocations to the Registrar. Tracks office expenses and plans for future department costs. Documents past practices and suggests possible solutions. Communicates to vendors and other related offices regarding orders, shipments, discrepancies, and accounts payable. Supports personnel functions to include gathering applicants contact information to schedule interviews (phone, email, etc), works with Division HR Liaison to coordinate new hire paperwork, terminations, access forms, key requests, etc. for the unit. Obtains necessary information from other clerical and professional employees for completion of personnel and payroll paperwork.

15% - Office Support Creates training materials and administers training to new and current staff and student assistants related to office procedures for attendance, office supply requests, appropriate forms to use in specific administrative requests, and other functions. Creates, runs, and formats various query reports for management providing necessary data for decision making, such as staff weekly transactions and other related reports.

5% - Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills 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.   For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free.  Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property.  Education Code 42356, CCR Title 5, Article 9

 

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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