Administrative Assistant II - University Union

Definition and Purpose

Under the direct supervision of the Director – ASI Programs and Services, the Administrative Assistant II (University Union) is responsible for performing a full range of moderate to complex general office and clerical work assignments using judgment and discretion in support of ASI programs, services, and facilities  operations staff.

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.

Requirements

Education Requirements and Qualifying Experiences

Educational/License/Credential Requirements

• High school diploma, GED, or equivalent.
• Associates degree preferred.

Experience Requirements

• Minimum three (3) years' experience, four (4) years preferred, that demonstrate the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

• Thorough knowledge of correct English grammar, spelling, and punctuation.
• Ability to effectively proofread, edit and draft original correspondence.
• Thorough knowledge of office methods, equipment, procedures, and practices.
• Proficiency with a variety of computer applications including word processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring diplomacy and professionalism.
• Ability to create ADA compliant documents.
• Ability to type at a corrected rate of 60 words per minute.
• Ability to prepare accurate meeting notes and corporate meeting minutes.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data, purchasing and ordering.
• Ability to research and explain procedures and policies to students, public and other campus employees.
• Ability to complete projects of moderate scope and complexity; compile, develop and present reports.
• Ability to work independently and use initiative and judgment in analyzing and determining course of action.
• Ability to work effectively in a fast-paced environment with constant interruptions.
• Excellent organizational and time management skills with the ability to coordinate multiple assignments with time-sensitive deadlines.
• Ability to maintain confidentiality.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.

Supervisory Responsibilities

• None

Essential Duties and Responsibilities

General Administrative Support

• Provide support for the Director – ASI Programs, and other ASI staff as directed, including the preparation of letters, memoranda, reports, filing, and scheduling as necessary.
• Provide meeting support and calendar management for the Director – ASI Programs, and other staff as assigned.
• Prepare, receive, and prioritize correspondence for staff.
• Serve as back-up to Administrative Assistant II - Business Services
• Maintain SharePoint Libraries, filing systems including corporate document structure and organization.
• Operate and troubleshoot standard office equipment and ensure equipment is in good repair and functioning at optimal levels.
• Contact vendors, initiate work orders, and prepare purchase requisitions as needed.
• Keep and maintain inventory lists for office supplies and reorder items as necessary within budget.
• Manage web-based documents and replacements in compliance with ADA directives.
• Conduct research; compile historical data; and prepare reports as requested.
• Develop and implement administrative methods and procedures as related to position.
• Oversee daily office operations.
• Maintain detailed knowledge of university, CSU and AOA infrastructure policies and procedures.
• Ensure office safety procedures are in place and staff are educated on appropriate use.
• Provide backup meeting support for ASI Student Government Committees and Board of Directors including but not limited to preparation of agendas, meeting preparation, and taking and transcribing detailed meeting minutes.

Fiscal Process Support

• Provide support for ASI programs, services, and facility operations staff including purchasing, receiving, and reimbursements.
• Assist in creation of budget narratives, wage sheets, and financial documents.

Travel Support

• Provide administrative support for travel organization wide.
• Assist with preparation of Travel Authorization requests and Post-Travel travel claims.
• Make travel arrangements for ASI staff as needed.

Diversity and Inclusion

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures. 
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments. 
• Commit to continuous learning/improvement in DEI and cultural competence. 
• Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.

Assessment

• Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.
• Participate in the overall ASI assessment planning and goal setting.

Other Duties and Responsibilities

• Represent ASI on committees as appropriate.
• Ensure continuous professional development.
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
• Other duties as assigned.

Background Check

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.

Benefits

Salary Schedule

• Starting Hourly Rate:  $26.70 per hour
• Hourly Pay Range: $26.70 per hour - $37.38 per hour
• Premium Overtime:  Yes
• Shift Differential:  Yes
• Non-Exempt

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long Term Disability Insurance
• Public Employees' Retirement System (CalPERS)
• Social Security (FICA)
• Paid State Holidays
• Vacation Time
• Sick Leave
• Personal Holiday
• Birthday Holiday
• Worker’s Compensation Insurance
• Unemployment Insurance

Date of Last Equity Review:  01/01/2022

Date revised: 08/26/2024