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Career Opportunities

Assistant to the Dean/Office Coordinator (Administrative Analyst/Specialist, Non-Exempt)

Apply now Job no: 505985
Work type: Staff
Location: Dominguez Hills
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Position Information     

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

Conditions of Employment   

The California State University (CSU) is committed to safeguarding the health and well-being of our students, faculty, staff, administrators, and the communities we serve, as well as maintaining higher education access and attainment for our students, as such, we embrace a comprehensive strategy designed to reduce the likelihood of transmission of the COVID-19 virus.  The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption if eligible.  Any candidate advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy. Questions about the COVID-19 Vaccination Policy may be sent to hrm@csudh.edu.    

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  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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: Wednesday, October 27, 2021. 

The salary range for this classification is: minimum $$3,288 - maximum $6,347 monthly.

Major Duties

Under the general supervision of the Dean of the College of Natural and Behavioral Sciences, the Assistant to the Dean/Office Coordinator oversees the daily operations of the Dean's Office, including coordinating, assessing and improving a wide range of administrative activities. The incumbent serves as the primary contact of the Dean's Office for university executive administrators, faculty, students, staff and outside constituents, displaying a high level of professionalism, efficiency and courtesy to maintain the integrity of the Dean's Office, College and University. The incumbent develops and conducts training and serves as lead to department Academic Support staff as needed. The incumbent conceptualizes, organizes, and executes special programs, such as symposiums and networking and recruitment events.

Qualifications

Required Education: Bachelor’s degree and/or equivalent training.

Required Experience: Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, typically equivalent to two years.

Preferred Education: Master’s degree or equivalent

Preferred Experience: Four (4) years of work experience and training in a progressively responsible position. Three years of university experience in an administrative assistant position. Knowledge of campus policies and procedures. Experience training large number of individuals. Experience developing, implementing, assessing, improving and coordinating university programs.

Required Knowledge, Skills, and Abilities: 

Working Knowledge of:
-Correct English grammar, spelling and punctuation.
-Modem office procedures, practices, methods, and records systems
-Budget policies and procedures
-Proper customer service techniques.
-Standard computerized office systems and equipment. Campus PeopleSoft system.

Ability to:
-Locate available resources on-campus to meet College needs.
-Coordinate many different tasks, determine the importance of each, set appropriate deadlines and complete all projects accordingly.
-Serve as a lead to multiple Administrative Support Staff; provide training to multiple staff as needed.
-Perform multiple work unit priorities and projects independently.
-Learn, interpret and apply policies and procedures independently and make sound recommendations.
-Communicate effectively both written and orally.
-Establish and maintain effective working relationships at all levels and handle highly sensitive and confidential situations.
-Draft and compose correspondence, and prepare, process, and compile data for reports.
-Troubleshoot most office administration problems and respond to all inquiries related to work area.
-Use and learn quickly new office support technology systems and software packages.
-Ensure the appropriate and efficient day-to-day operations and administration of the Dean's Office are handled in a professional and timely manner.

Responsibilities

60% - Assistant to Dean

- Coordinate the activities of, and provide service to the College Dean, including a wide variety of complex administrative and confidential responsibilities.

- Provide administrative support to the Dean, Associate Dean and Academic Resource Manager.

- Maintain records, correspondence, and information of a confidential nature, including that related to terminations, evaluations, reappointment, tenure and promotion, perceived teaching effectiveness reports, salary increase requests, stipend requests, grievances, student grade appeals, student conduct issues and more.

- Serve as the lead to Administrative Support Staff, analyzing department and college procedures and functions and developing and providing training to staff as needed.

- Prepare employee reimbursements for the Dean, Associate Dean, faculty and staff.

- Purchase needed items for CNBS staff, faculty and administrators using a University-issued credit card, abiding by purchasing policies and reconcile monthly statements in a timely manner.

- Apply procedures to process invoices and payments to internal departments, and external vendors through Accounting, Foundation, and Procurement established procedures.

- Process Hospitality forms, Direct Pay forms, Vendor 204 forms, Check Requests, Personnel Transaction Request forms, direct billing, etc.

- Use PeopleSoft to submit requisitions and reconcile procurement card purchases.

- Coordinate all aspects of Faculty and Staff recruitments, including contact with candidates, arranging interviews, preparing Travel Requests, making hotel and flight reservations, preparing the interview schedule (which requires careful consideration of all involved parties' availability), booking conference rooms, requesting parking passes (when needed), announcing candidates' research presentation to the college, making meal reservations, and preparing candidates' reimbursements.

- Organize and coordinate arrangements for CNBS committee meetings, as well as on- and off-campus appointments, conferences, and other school-related activities.

- Work with the associate dean to maintain CNBS facilities by ensuring maximized efficiency of facility use, assigning offices to new staff and faculty, and initiating and overseeing all renovation logistics.

- Oversee furniture acquisition. Coordinate with external vendors, Procurement, and Facilities to research, identify, order, and assemble furniture for faculty and staff offices, and college spaces. Schedule vendor visits, and coordinate with CSUDH Risk Management, Facilities, and Human Resources Management to ensure ADA compliance and/or meet employees’ medical accommodation requests.

- Conceptualize, organize and carry out special student programs, such as symposiums, and networking and recruitment events.

- Coordinate, prioritize, and monitor the workload of the office, maintain appropriate deadlines, and complete all projects accordingly, with accountability for end-results.

- Keep informed of and inform others of applicable policies, procedures, and regulations which affect the Dean's Office and/or College.

- Evaluate priorities and disseminate Information from the Dean to Department Chairs and others: follow-up with appropriate individual and/or responsible area.

- Schedule meetings for the Dean; handle meeting logistics including room and/or location arrangements, catering coordination, and equipment set-up. Coordinate committee meetings and prepare committee agendas and minutes.

- Provide clerical support to various committees/standing meetings within the college as request by the Dean and Associate Dean; distribute necessary background material to appropriate committee and/or meeting members.

- Serve as primary contact person for various on-and-off campus functions and special events, with responsibility for handling and logistics, including catering, site location, parking arrangements, and sending follow-up reminders to participants.

- Prepare event notifications and contact faculty, staff, community leaders and government officials.

- Compose memos, letters, notices, directives, bulletins, schedules, and agendas.

- Initiate and compose correspondence individually and on behalf of the Dean and Associate Dean, ensuring that all correspondence conforms to applicable campus or CSU policy and that the grammatical and typographical construction and format are correct.

- Develop and submit required department, college and university reports.

- Assist the Dean and other departments in assembling information and organizing data needed to fulfill accreditation reporting and other needs.

- Make independent decisions on the daily operations of the office and perform special projects and other duties as assigned in support of the College. Provide correspondence as needed.

- Maintain working knowledge of and carry out operational and fiscal procedures involving purchasing, hospitality and procurement.

25% -  Office Coordination

- Greet and assist visitors and callers with professionalism, efficiency and courtesy, responding to general inquiries and directing visitors and callers to the appropriate personnel. Apply judgment and discretion, and make referrals for action to the appropriate individual and/or area.

- Answer varied inquiries, over the phone or in person, referring to policies and procedures and resolving routine questions or problems.

- Communicate with students who have concerns or who request service in person or by telephone, provide necessary information and follow through on the resolution of problems and/or direct students to appropriate individuals for assistance.

- Interact with faculty, staff and high-ranking university officials, community leaders, and the public on behalf of the Dean on matters related to the College that have a direct impact on the Dean's Office.

- Serve as the primary timekeeper of the College. Identify and resolve payroll related problems, initiate appropriate transactions on a timely basis and keep current on new and updated payroll policies and procedures.

10% -  Website Development and Maintenance

- Work with others to update, create, and edit content in University-wide website management platform.

- Lead the college through implementation of campus-wide website migrations, ensure accessibility and compliance with ADA, work with system administrators to update main navigation menus.  

5% -  Other Duties as Assigned by Dean, Associate Dean, and Academic Resource Manager

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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