Administrative Support Assistant II

California State University System•Fullerton, CA

41d

About The Position

Welcome to the Undeclared and Academic Advising Center (UAAC). We support all undergraduate students at Cal State Fullerton, (CSUF) and our goal is to empower students to seek support and take the lead throughout their academic journey. We are seeking an exceptional individual to join our Academic Advising community as the Administrative Support Assistant II of Academic Advising to lead and support a team of academic advisors and the day-to-day function of the college-based advising program focusing on delivering equitable, top-notch advising for new and continuing students. Our Academic Advising mission is to work in a collaborative partnership with students, a shared responsibility, where the advisor and student are equally invested in the educational process and holistic development of the student with diverse assets, needs, and backgrounds. The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness. Under supervision of the Executive Director of Academic Advising, the Administrative Support Assistant II is responsible for providing general office, clerical, and administrative support for the Undeclared and Academic Advising Center (UAAC). Manages mail and emails, maintains files and records, processes documents and records, and gathers data. Interact with and respond to students, staff, and faculty via email, telephone, zoom meetings, and in person. Uses a variety of office support technology and systems such as Word processing and spreadsheets to complete assignments. Supports scheduling meetings and events as needed. Orders supplies, draft hospitality expense forms, assist with travel and procurement card reconciliation. May track or monitor expenses. Provides Department Information Technology Coordinator (DITC) support, assists with onboarding tasks for new hires. Helps lead and train student assistants and oversee their time reporting. The Administrative Support Assistant II will support the Executive Director of Academic Advising and other advising leadership (e.g., Associate Directors, Assistant Directors), and staff as needed. Other duties as assigned.

Requirements

High School diploma or the equivalent and three years of experience in general office, clerical or secretarial work or the equivalent
General working knowledge of applicable university infrastructure, policies, and procedures
Thorough knowledge of office methods, procedures, practices, and equipment
Thorough knowledge of English grammar, punctuation, and spelling with demonstrated competence in effectively presenting standard information in writing
Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions
Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data
Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions
Basic typing and keyboarding skills
A background check (including a criminal records check) must be completed satisfactorily and is required for employment

Nice To Haves

Experience in higher education office environment, preferably in an advising office.

Responsibilities

Manages mail and emails
Maintains files and records
Processes documents and records
Gathers data
Interact with and respond to students, staff, and faculty via email, telephone, zoom meetings, and in person
Uses a variety of office support technology and systems such as Word processing and spreadsheets to complete assignments
Supports scheduling meetings and events as needed
Orders supplies, draft hospitality expense forms, assist with travel and procurement card reconciliation
May track or monitor expenses
Provides Department Information Technology Coordinator (DITC) support
Assists with onboarding tasks for new hires
Helps lead and train student assistants and oversee their time reporting
Supports the Executive Director of Academic Advising and other advising leadership (e.g., Associate Directors, Assistant Directors), and staff as needed
Other duties as assigned