Administrative Assistant, Administrative Services

California State University, Northridge•Los Angeles, CA

1d•$3,565 - $5,092•Onsite

About The Position

CSUN strives to be a destination workplace, where everyone understands that they belong to a community that is vital in advancing student success and providing exemplary service to all stakeholders. We foster an environment of success, both for our students and our employees. We have a relentless passion for celebrating diversity, equity, and inclusion as well as being an employer of choice. You will also have the opportunity to realize your own personal goals and be recognized for the work you do, and enjoy the unique value the CSUN community can offer. The Administrative Assistant provides direct support to the Associate Director of Administrative Services, assistance to the Contracts and Allocations Coordinator, and performs a full range of moderate to complex clerical and secretarial work assignments. The incumbent performs routine/non-routine administrative duties which are often of a project nature, as well as, supports the administrative and operational functions of within Student Housing.

Requirements

Equivalent to three (3) years of full-time, general office clerical work that has provided the applicant with the knowledge and abilities listed.
Equivalent to full-time college or university education/vocational school training in business or job-related field may be substituted for up to two (2) years of the required experience on a year-for-year basis.
Knowledge of administrative and customer service practices, with the ability to effectively communicate with residents, prospective residents, campus partners, and other stakeholders while responding to inquiries, processing housing-related information, and maintaining accurate records and correspondence.
Ability to organize and coordinate multiple administrative and operational activities, including meetings, events, housing applications, waitlists, filming requests, card key processes, move-in/move-out activities, and front office support, while exercising sound judgment, attention to detail, and effective prioritization.
Knowledge of payroll and personnel processes, with the ability to accurately review, compile, enter, and relay information related to payroll transactions, employee appointments and changes, leave activity, recruitment, onboarding, and separations while maintaining appropriate confidentiality and meeting established deadlines.
Ability to accurately process and reconcile financial and administrative transactions, including purchase orders, chargebacks, requisitions, direct pay invoices, procurement card statements, and travel claims, while identifying discrepancies, maintaining organized records, and providing reliable support across multiple Student Housing units.

Responsibilities

Serves as the liaison between the Contracts Coordinator and residents as the first point of contact for LLC/TLC and Gender Inclusive housing inquiries and supports processes aimed at filling all living learning and themed living communities and Gender Inclusive housing spaces.
Participates in and works all Department events including but not limited to move-in, move-out, Admitted Matadors Day and Open House
Assists with the onboarding and termination processes of student assistants in the Administrative Services unit.
As assigned, assists with system entry/submission and maintenance of open purchase orders, chargebacks and requisitions, processes direct pay invoices, reconciles procurement card statements and submits travel claims. Assists the Financial Analyst with reconciling department transactions on a monthly basis and resolving discrepancies.
Independently responds to requests for information, reviews situations and directs or implements proper action by providing information to callers and visitors, requiring detailed knowledge of the Student Housing Office (SHO). Maintains office functions in the absence of the Associate Director of Administrative Services.
Performs other duties as assigned.