CLASSIFICATION TITLE: Administrative Support Assistant II

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,700 - $4,095

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,680 - $5,417

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: The Office of Enrollment Systems oversees the systems that support Admissions, Student Records, Financial Aid, and Curriculum Management. The office partners with various departments under Enrollment Management to streamline processes.

Under general supervision of the Director of Enrollment Management Systems & Academic Operations, the Document Workflow Specialist provides quality and organization of moderately complex day-to-day movement of in-bound and out-bound admissions, student records and enrollment documents in electronic and paper form (e.g. transcripts, test scores, student supporting documents, confidential and sensitive-data records) to ensure efficient processing of applicant and current student data using a document imaging and workflow system/software.

DUTIES & RESPONSIBILITIES:

Document Imaging & Workflow Process Support

• • Prepare, organize, and scan paper documents into digital format, providing a streamlined process flow for support staff working in the area. 
  • Scan, review, and categorize specific documents with metadata for easy retrieval.
  • Ensure consistent and accurate indexing according to organizational standards, by comparing incoming documents scanned in with student applicant information and updating applicable checklists and statuses in PeopleSoft accordingly.
  • Identify and suggest improvements to document imaging processes.
  • Work and coordinate with department administrative support coordinator to ensure adequate and necessary student support work is met and training needs are covered.

Electronic Applications & Academic Record Process Support

• • Download electronic admissions applications, transcripts, and test scores into OnBase system for record keeping.
  • Update keywords to electronic documents with student application information for accuracy.

Document Training & System Support

• • Regularly reference established imaging procedures and assist IT with basic troubleshooting issues regarding OnBase by way of using ServiceNow.
  • Support and train student assistant workers and end-users on general document scanning, retrieving, indexing, and other OnBase system functionalities and processes.
  • Assist with creating new documentation of unit operations related to document processing and procedures.

Administrative Support

• • Schedule appointments, conference rooms, meetings, and special events via MS Outlook for Enrollment Systems and Academic Operations.
  • Procure office supplies and materials as needed.
  • Assist Director of Enrollment Systems and Academic Operations with completing travel authorization and travel claim.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High School diploma or GED and three (3) years of recent (within five years) experience in an office environment.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Proficient in performing most or all work assignments.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• 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.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures. Able to identify deviations from applicable policies.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION:  It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK:  Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION:  Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated.

GENERAL INFORMATION:  It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States.  All new employees will be required to present documentation verifying their right to accept employment.  You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens.  These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT:  California State University, Bakersfield is committed to Equal Employment Opportunity.  Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.