SASEM Administrative Support Assistant II

California State University, Bakersfield•Bakersfield, CA

4h•Onsite

About The Position

Under the general supervision of the Vice President of Student Affairs and Strategic Enrollment Management (SASEM), the SASEM Administrative Support Assistant II provides administrative, operational, and financial processing support for the SASEM Division Office. The incumbent serves as a key support position responsible for coordinating office functions, maintaining records, processing financial and personnel documents, supporting communications and scheduling activities, and assisting with division-wide administrative.

Requirements

High school diploma or GED
Three (3) years of recent (within five years) experience in an office environment.
Regular and reliable attendance is required.
Thorough knowledge of office methods, procedures, and practices.
Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
Able to identify deviations from applicable policies.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
Ability to work with front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Demonstrated competence in effectively presenting standard information in writing.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs.
May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

Experience providing administrative support in a higher education, public sector, or similar organizational environment.
Experience processing financial transactions, including purchase requisitions, invoices, travel reimbursements, purchasing card reconciliations, and budget tracking.
Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Responsibilities

Provide administrative and clerical support to the Vice President of SASEM and division office staff by coordinating daily office activities, maintaining schedules, and supporting divisional operations.
Assist with coordinating meetings, appointments, and division events by scheduling facilities, preparing meeting materials, confirming attendance, and arranging logistical support.
Prepare, proofread, format, and distribute routine correspondence, memoranda, reports, agendas, spreadsheets, presentations, and other administrative materials in accordance with university standards.
Maintain and organize confidential electronic and physical filing systems, records, and reference materials to support accurate recordkeeping and efficient retrieval of information.
Monitor office communications, including phones, shared email accounts, and visitor inquiries, and provide information or referrals to appropriate campus resources and personnel.
Maintain office supply inventories, submit supply orders, and coordinate with vendors and campus departments to ensure continuity of office operations.
Update and maintain calendars, contact databases, distribution lists, and routine administrative tracking documents for the division office.
Assist with maintaining office procedures and administrative workflows to support efficient and timely completion of division activities and assignments.
Process routine financial transactions for the division office, including purchase requisitions, invoices, reimbursements, direct pay requests, and other financial documents in compliance with university procedures.
Maintain organized financial files and supporting documentation related to purchases, expenditures, budgets, and payment processing activities.
Reconcile purchasing card transactions by reviewing receipts, verifying documentation, and preparing records for submission and approval.
Track expenditures and maintain budget spreadsheets and financial records to support routine monitoring of divisional accounts and available balances.
Assist faculty and staff with completing travel requests, reimbursement forms, and related documentation in accordance with university travel procedures.
Communicate with vendors, Procurement, Accounts Payable, and campus departments regarding routine purchasing, payment status, and financial processing questions.
Compile financial information, spreadsheets, and supporting documents for reporting, reconciliation, and record retention purposes.
Assist with fiscal year-end activities by organizing records, preparing documentation, and supporting routine financial processing deadlines.
Prepare, review, and route administrative forms and documents related to purchasing, travel, and other division operations.
Serve as a liaison for routine administrative communication between the SASEM Division Office and campus departments, students, staff, and external partners.
Monitor administrative deadlines and maintain tracking systems to support timely submission of forms, reports, and required documentation.
Maintain spreadsheets, databases, and tracking logs related to division activities, personnel actions, purchasing, and operational support functions.
Provide administrative support for divisional initiatives, special projects, outreach activities, and operational assignments as directed.
Provide backup support for front office and administrative functions to ensure continuity of operations during staff absences or peak workload periods.