Experience:
1-3 years of experience
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Employment Type:
Full time
Posted:
2/2/2018
Job Category:
Administration
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Administrative Support Assistant II/ Department of...
California State University System | San Bernardino, California
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Job Description

CSU Job Listing Details

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Campus:

San Bernardino

Job ID: 2017-00866

Job Title:

Administrative Support Assistant II/ Department of Housing and R

Appointment Type:

Temporary

Time Base:

Full-Time

Date Posted:

January 31, 2018

Closing Date:

Open until filled

Link to Apply Online:

https://www.csusb.edu/human-resources/employment

Campus Employment Homepage:

http://jobs.csusb.edu

Description:

Employment Status: Full-time, "non-exempt," Temporary

Work Schedule: To Be Determined

First Review Deadline: Applications will be reviewed beginning February 12, 2018

Current employees will be given preferred consideration.

Under the supervision of the Associate Director of Housing Services, the Administrative Support Assistant will provide general reception for DHRE Facilities Office. Provide exceptional customer service including knowledge of DHRE Facilities work, disruptions, and project status to assist in informing the campus and residential community; assist with opening and closing office each day, monitor and take appropriate action to voice mail messages received at DHRE Facilities Office. Make deliveries as needed. Create, issue, and close work orders as appropriate into Res Center and Kayako databases. Ensure comments and critical information are entered daily into the work order and project detail information; including data entry of labor, materials, receipts, photos and related documentation for billing and recordkeeping purposes; print and distribute accordingly.

Monitor and respond to field staff via two-way radio, telephone, or tablet. Provide knowledge of DHRE Facilities Management units when dispatching calls to ensure the residents or guests are provided with best service possible and to help ensure the safety of the campus and building occupants. Schedule Village Square, University Conference Room, and Multipurpose Room, lawns and pool areas, including the processing of applications, scheduling, and group deposits for usage. Create flyers/notices for postings for residents.

Assist Work Control with the coordination of all student and conference transitions and determine priorities for maintenance and custodial needs to assist with seamless check in and check out for all groups. Serve as a liaison for outside departments and vendors. Provide clerical assistance at DHRE Main Office as needed. Research and respond to inquiries related to damage, custodial, and key replacement charges. Provide clerical support to AD for Facilities, Facilities Project Supervisor, and Custodial Leads. Serves as front line for vendors, providing them with parking permits, keys etc. and knowledge of vendor's whereabouts. Serve as an escort for vendors when they enter occupied spaces. Inventory master key cabinet at end of shift. Assist in continued review of process improvement; and performs work as assigned by Work Control, leads, or supervisor.

Student Supervision: Assist with supervision of Student Mail Room Assistants and DHRE Facilities Department Administrative Student Assistants. Recruit, select, and train a diverse student staff that reflects the CSUSB student body.

Reports: Serve as back up for generated reports from ResCenter to provide managers and staff with workflow information regarding work orders pending, status, priority, work assignments, financial impacts, and other department parameters. Serve as back up in the distribution of weekly reports to maintenance and custodial staff regarding work status. Provide documentation for student maintenance and custodial charges of services so Work Control can place charges and notify resident in a timely manner. Co-Monitor DHRE programming areas, and campus emails to support and inform DHRE Facilities Department of upcoming responsibilities and space scheduling conflicts. In the absence of Work Control, provide reporting that may be required upon request from supervisor, unit managers, Facilities Project Supervisor, and Custodial Leads. In conjunction with Work Control, monitor deferred maintenance expenses for DHRE facilities operations and report as needed. Serve as back up to schedule and maintain minutes and agendas for weekly Facilities meeting.

Quality Control: Assist in troubleshooting and reconciling various database or reporting errors. Take proactive approach that ensures work order and project documentation, status changes, and closeouts occur in a timely manner. Act as liaison with Facilities Project Supervisor and Custodial Leads for work orders facilitation. Monitor and inventory master keys daily to insure accurate and timely key audits.

Other duties as assigned.

Experience to be proficient in performing most or all work assignments; general working knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of office methods, procedures, and practices; fluency in using standard office software packages; thorough knowledge of English grammar, punctuation, and spelling; 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.

Work often involves 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.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office 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 apply for the position.

The person holding this position is considered a `general reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

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