Administrative Support Assistant II / CNS - Kinesiology California State University, San Bernardino
Overview Employment Status: Full time, long term temporary position
Work Schedule: To be arranged.
Deadline: Position will remain open until filled. First review will occur on August 27, 2019. Typical Activities
35% of time - The Administrative Support Assistant II will manage the office copier, submit work requests, answer telephones, answer faculty and student questions, review change of major forms and overload slips before submitting to the chair for signatures, distribute mail, distribute pay warrants, type forms, letters, memos and other clerical duties as assigned. The ASA II will place office supply orders via the Staples for business website. The ASA II will use Peoplesoft to grant permissions to students, to enroll students in classes, to drop students from classes and to remove holds, etc. The ASA II will input requisitions into Peoplesoft for department purchases. The ASA II will fill out and submit key request cards for faculty and staff and will be responsible for maintaining key requests submissions.10% of time - The ASA II will submit printing requests for faculty using Printing Service's online system. The ASA II will be the main person to receive emails from Kinesiology Adjunct faculty containing files needed for printing. The ASA will then download the attached document/s and submit the requested amount to Printing Services. The ASA will notify the faculty member when the request has been submitted to Printing Services. The ASA will also follow up with Printing Services if the department or faculty member has not received a printing request. The ASA will work with Printing Services on other printing projects as needed by the department. The department has a number of codes used for printing requests; the ASA will determine which code needs to be used for which printing request. 10% of time - The ASA II will maintain outlook calendars for labs and conference rooms. The department has a number of spaces that are not scheduled using Peoplesoft or EMS and are scheduled using Outlook calendars. The ASA will maintain these calendars and input the courses that will be using these spaces every quarter/semester. 05% of time -The ASA II will run PAWS reports on students to check prerequisite courses met, to answer questions for students regarding their PAWS reports, to double check prerequisite courses for change of major forms before they are submitted for signatures, and to assess which courses have already been taken. 05% of time -The ASA II will use Peoplesoft to run prerequisite checks for Kinesiology courses at the start of every quarter/semester. The ASA will make sure the students enrolled in those courses meet the prerequisite requirements to remain enrolled in the course. The incumbent will notify any instructors if students do not meet the prerequisites. The ASA will run PAWS reports to double check for prerequisite courses. 05% of time - The ASA II will collect release of liability forms from faculty and students assigned and enrolled in courses with activities. The ASA II will alphabetize forms by courses. At Census, the ASA will use Peoplesoft to print class rosters for the courses and will check that every student enrolled in those courses with activities has a signed release of liability form on file. The ASA will notify instructors of students who are missing forms and will file the forms when they have all been collected. 05% of time - The ASA II will be responsible for compiling the student-advising list every quarter/semester. The ASA will use Peoplesoft to run the query for enrolled students in the major and will then sort and assign students to faculty advisors using Excel. This list is then sent to the faculty member in charge of the website to post to the advising page of the Kinesiology website. The ASA sorts the list by faculty advisor and distributes these lists to the individual faculty members. The ASA will also keep record of those students who wish to change their faculty advisor and will make the correction in the following quarter/semester. 05% of time - The ASA II will make purchases with use of a procurement card and use Peoplesoft to run and compile monthly procurement card reports to submit to the chair for signatures before turning into purchasing department. The ASA will be responsible for keeping record of the procurement card balance and receipts of purchases. 04% of time - The ASA II will assist with supervision of student assistant and federal work-study student workers, if students are hired for the quarter/semester. The ASA will assign applicable tasks to the student workers, collect timesheets, and supervise interactions with faculty and students. 02% of time - The ASA II will use Peoplesoft-Curriculum Management and EMS to assign classrooms to courses, instructors to courses, to reserve spaces for faculty, assist the ASC II with schedule build, cancel classes and adjust enrollment size of courses. 02% of time - The ASA II will maintain student-advising files and will upload advising documents to EAB. 02% of time - The ASA II will compile, distribute and collect Student Opinion Teaching Effectiveness (SOTE) forms. The ASA will use Peoplesoft, curriculum management to flag SOTEs off all courses that need to be flagged at the beginning of every quarter/semester. 02% of time - The ASA II will notify faculty members prior to the beginning of every quarter/semester and collect faculty office hours. The ASA will input faculty office hours into an excel spreadsheet, and post faculty and faculty advisor office hours.
02% of time - The ASA II, every quarter/semester, will submit book adoptions and/or assist faculty in making book adoptions through the textbook adoption system. The ASA will also order desk copies by contacting various publishers.
02% of time - The ASA II will maintain files of incident reports. If incident takes place during classes, a blue incident form is filled out and signed by the instructor of the course. The form is collected by the ASA who then reviews the document for completion, retrieves the release of liability form (if applicable), makes copies of both and sends the original incident report and copy of the release of liability form to Environmental Health and Safety. The copy of the report and the original release of liability form is filed in a three ring binder.
02% of time - The ASA II will work with the ASC II and the ITC on equipment inventory.
02% of time - The ASA II is also be the Building Marshall for the Physical Education building and will work with the ASC II, Building Marshall for Health and Physical Education building, Risk Management and Environmental Health Safety when needed.
The equivalent to two years of experience in general office clerical work is required along with a thorough knowledge of office methods, procedures and practices, and a thorough knowledge of correct English, grammar, spelling and punctuation. A general knowledge of applicable university infrastructure, policies and procedures is required. Fluency in using standard office software such as MS Office package is desired. The ability to learn, interpret independently, and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies. The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required. The ability to perform standard arithmetic functions of a transactional nature is required. The ability to work with a diverse group of people is required. Active problem solving skills are required along with effective interpersonal skills.
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 may be considered a limited or general mandated 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 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).
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.