Administrative Support Assistant II

California State University, Fullerton•Fullerton, CA

3d•$3,565 - $5,092•Onsite

About The Position

California State University, Fullerton (Cal State Fullerton) is a leading public university committed to student success, academic excellence, and inclusive excellence. The university fosters a collaborative environment that supports teaching, research, and service while promoting innovation and professional growth. Cal State Fullerton is both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution, and a recipient of the Seal of Excelencia (2021 and 2024) from Excelencia in Education. Joining Cal State Fullerton means becoming part of a community dedicated to advancing student achievement, career success, and economic mobility. The College of Communication within the Division of Academic Affairs is committed to advancing a democratic society by preparing students to perform in a variety of communication professions. We seek an exceptional individual to join our Human Communication Studies team as the Administrative Support Assistant II. 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.

Requirements

High School diploma 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

Learn, interpret, and apply a variety of policies, procedures, and established guidelines.
Identify deviations from established procedures and refer complex or unusual matters to the appropriate individual.
Use judgment, discretion, and initiative to address routine problems and develop practical solutions.
Organize and prioritize work, manage multiple assignments, and meet deadlines in an environment with frequent interruptions.
Track assignments, documents, expenditures, and other information accurately.
Perform transactional arithmetic, reconcile and compare data, and identify discrepancies.
Prepare accurate correspondence, forms, spreadsheets, reports, and records.
Use word-processing, spreadsheet, database, email, calendaring, web-content, and other standard office applications.
Learn and use University information systems and specialized applications.
Provide effective front-line service to students, faculty, staff, administrators, alumni, community members, and external constituents.
Understand, interpret, and communicate standard procedures, information, instructions, and deadlines.
Maintain confidentiality and exercise discretion when working with sensitive records and communications.
Ensure compliance with Health Insurance Portability and Accountability Act (HIPAA) and university policies related to the privacy, security, and confidentiality of client information.
Establish and maintain cooperative working relationships with individuals from various backgrounds.
Communicate professionally and use diplomacy, sensitivity, and tact.
Ability to provide training and routine work direction to student assistants.
Work independently on assigned duties while recognizing matters that require escalation or administrative review.

Responsibilities

Provides general office, clerical, and administrative support to departments, programs, and service units within the College of Communications.
Coordinates the day-to-day operations of assigned offices and programs.
Processes and maintains documents and records.
Responds to inquiries.
Gathers and enters data.
Prepares routine correspondence and spreadsheets.
Assists with purchasing and travel.
Supports department chairs and coordinators.
Assists with meetings and special events.
Maintains websites and social media content.
Coordinates routine facilities and space requests.
Helps implement established office processes and procedures.
Uses judgment and initiative to address routine problems and refers matters requiring policy interpretation, analysis, or administrative decisions to the appropriate coordinator, department chair, program director, or administrator.
Other duties as assigned.