The Administrative Assistant works collaboratively with administrators, faculty, staff, and students at California State University, Fullerton (CSUF), Citrus College, Cypress College, Orange Coast College, Santa Ana College, Mount San Antonio College, Fullerton College, and Santiago Canyon College to coordinate and perform a variety of administrative support tasks for the day-to-day operations and projects related to the grant. There is a focus on development of Hispanic and low-income students. The grant is funded up to 5 years 10/1/2016-9/30/2021, contingent on satisfactory performance to meet goals.
* Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond current Grant/Contract funding is contingent upon continued funding.
Maintains a master calendar of appointments, events, and activities; schedules meetings and appointments; makes travel arrangements for administrator and coordinator.
Receives and screens visitors and telephone calls
Assists with community engagement and outreach events, orientation meetings, and other on- and off-campus events, some of which will occur evenings and weekends
Tracks budget expenditures; assists in the preparation of the annual report, including compiling data; monitors and tracks expenditures, ensuring the department remains within approved budget allocations
Places orders with vendors (for example, supplies, equipment, rentals, printing, and event food)
Prepares and transmits a variety of financial documents including check requests, requisitions, purchase orders; maintains records of financial transactions; ensures timely transfer of funds and dissemination of funds where appropriate; reconciles procurement cards
Provides technical assistance on operational issues such as personnel policies, timesheets, record keeping
Monitors and maintains supplies and equipment in student center and staff offices
Other duties as assigned
Demonstrated understanding of standard office administrative practices and procedures; equipment; computer programs and software applications; business arithmetic and basic statistical techniques; basic budgeting theories and principles; records management principles and practices.
Demonstrated skill in performing administrative work requiring the use of independent judgment; interpreting and implementing policies, procedures; analyzing and resolving office administrative and procedural problems.
Demonstrated effective communication skills (verbal and written)
Demonstrated proficiency in Microsoft platform (Word, Excel, Outlook, PowerPoint)
Demonstrated organizational skills to manage multiple tasks and design projects within deadline and within a fast-paced environment.
Ability to work independently and in close collaboration with students, faculty, staff, and community partners in a variety of settings.
Flexible availability to work some evenings and weekends.
Demonstrated experience in organizing own work, setting priorities, and meeting deadlines
Ability to relate well to students, staff, faculty, and administrators, with co-workers, subordinates, superiors, the general public, and in a multicultural setting.
Bachelor's degree from an accredited institution.
PHYSICAL DEMANDS: Prolonged sitting in front of a computer. Walking, talking, hearing, pulling, bending, may carry 10-15 pounds of objects/material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.
If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at firstname.lastname@example.org or (657) 278-4117.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position.
CSU Fullerton Auxiliary Services Corporation is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.