Administrative Support Assistant (Administrative Support Assistant II), College of Social & Behavioral - Sociology

 

 

Job Summary:

Provide a full range of general clerical support for Project Rebound, including but not limited to communicating information to staff and the public, processing documents in accordance with financial, legal, and administrative requirements, and assisting office personnel with daily operations.

 

Duties and responsibilities

Ensure compliance with all University, College, and Program deadlines, including the timely submission of forms, processing of documents, and completion of assignments. Work collaboratively with all Project Rebound team members.

Handles a large volume of mail on a daily basis including but not limited to receiving, sorting, distributing, and responding to incoming and outgoing mail.

Prepare and compose correspondence, forms, and other documents using standard office software (e.g., Work, Excel, PowerPoint).

Support office operations by organizing administrative procedures, recording proper dates and places of correspondence, and maintaining a filing system to ensure efficient document retrieval.

Fax, scan, and copy documents. Proactively identifies opportunities to improve office procedures. Ingenuity may be used to adapt guidelines and procedures to meet new needs to supervising staff.

Assist with scheduling meetings for Project Rebound team.

Assist with data collection for reports, grants, and program evaluations. Track and compare data to ensure the accuracy and integrity of all information. Maintain accurate office activities and assist in preparing monthly and annual reports.

Maintain confidential and secure records, spreadsheets, and databases related to Project Rebound participants and program activities.

Track, review, and maintain accurate student records for prospective students, current students, and alumni.

Monitor and assist all drop-in clients and visitors, ensuring they complete appropriate intake documents. Maintain up-to-date intake forms and ensure their availability at all times. Receive in-person and phone inquiries from students, staff and the public. Make appropriate referrals when necessary. Monitor and respond to incoming emails, applying knowledge of program policies and procedures to provide accurate information or route to appropriate personnel as needed.

Provide general guidance and work direction to student assistants, interns, or volunteers, ensuring tasks are completed accurately and in a timely manner.

Other classification related duties as assigned.

 

Minimum Qualifications:

• High School diploma or its equivalent
• Two years of experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• 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.

Preferred Qualifications:

• Prior experience working with programs that serve formerly incarcerated or other marginalized populations.
• Previous Project Rebound volunteer and familiarity with the CSUSB campus.
• Familiarity with project management principles, including event coordination and stakeholder engagement.
• Bilingual or multilingual skills relevant to the campus/community population.
• Knowledge of campus support services, financial aid, and/or student affairs protocols.
• Ability to work quickly, manage multiple tasks and work independently with a commitment to detail and accuracy.
• Ability to use independent judgment and deal with matters of a confidential and sensitive nature.
• Excellent organizational, interpersonal, writing, a