Admin Support Assistant II

PageUp•Los Angeles, CA

About The Position

Under the general supervision of the Department Chair, the Administrative Support Assistant will provide general office clerical and secretarial support for students, faculty, and staff. The incumbent will: maintain files and records assist undergraduate and graduate students by responding to requests for information and applications for the undergraduate and graduate programs; answer general questions from incoming phone calls/emails and provide students with permits to restricted courses; schedule and arrange appointments; send faculty and lecturers field trip reminders; process field trip paperwork; collect departmental syllabi; maintain department faculty and lecturers assigned time requests; maintain S-factor claim forms; keep track of office hours; request book orders; schedule office space; request keys; distribute student opinion surveys to faculty and lecturers; maintain the department bulletin boards, newsletters, and flyers; and pick up delivered items, materials, and documents from other departments on campus. In addition, the incumbent will assist the department coordinator in performing general departmental administrative duties such as, maintaining the department website, assist in organizing department events, and other peak-load projects.

Requirements

Equivalent to two years of general office experience, which includes providing ongoing work direction.
Thorough knowledge of: office methods, procedures and practices; support technology and systems, including Microsoft Office; maintenance of PC based databases; and English grammar, punctuation and spelling.
Must possess excellent oral and written communication skills.
Must demonstrate skills for using computer technology to access data, maintain records, generate reports, and communicate with others.
Must demonstrate appropriate professional skills in interacting in a supportive manner with varying levels of staff, students, and members of the public from diverse backgrounds.
Must be self-motivated, with the ability to independently handle multiple priorities and projects and work effectively and sensitively with a broad range of people.
Must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU.
Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.
California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.
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.

Responsibilities

Maintain files and records
Assist undergraduate and graduate students by responding to requests for information and applications for the undergraduate and graduate programs
Answer general questions from incoming phone calls/emails and provide students with permits to restricted courses
Schedule and arrange appointments
Send faculty and lecturers field trip reminders
Process field trip paperwork
Collect departmental syllabi
Maintain department faculty and lecturers assigned time requests
Maintain S-factor claim forms
Keep track of office hours
Request book orders
Schedule office space
Request keys
Distribute student opinion surveys to faculty and lecturers
Maintain the department bulletin boards, newsletters, and flyers
Pick up delivered items, materials, and documents from other departments on campus
Assist the department coordinator in performing general departmental administrative duties such as, maintaining the department website, assist in organizing department events, and other peak-load projects.