Administrative Support Assistant

Job No : 515449; 3 / 6 / 2024

ADMINISTRATIVE SUPPORT ASSISTANT

Administrative Support Assistant II

Sociology

Salary Range : $3,505 - $5,159 / Monthly

Work Schedule : Full-Time, Monday Friday, 9 : 00 . to 6 : 00 .; temporary appointment expires on or before one year from date of hire;

may be extended; may become permanent; non-exempt classification.

Essential Functions : Under the general direction of the department chair, the incumbent is responsible for tracking, monitoring, and coordinating the department’s annual graduate admissions process, including working closely with the Admissions office and the graduate director.

Creates, prepares and maintains all graduate applicant files. Communicates with applicants regarding application status and answers prospective student queries regarding deadlines, forms, financial assistance, international programs, and referral to appropriate departments and offices.

Tracks the progress of current graduate students, including processing of course substitutions, petitions, and entering permits.

The incumbent is responsible for keeping informed of changes to the curricular requirements for the MA program in Sociology and changes to the submission of graduate student thesis and formation of thesis committees.

Maintains the graduate hallway boards and the webpages related to the graduate programs; and keeps graduate students informed of departmental events, graduate course offerings, thesis workshops, deadlines, and policies.

The incumbent also assists the Department Chair with the Graduate and Professional Recruitment Fair and compiling data related to the graduate programs.

The incumbent also provides back-up support with answering phones, copying, and assisting at the front counter. Will respond to student queries regarding current academic status by supplying appropriate information or referral.

This includes becoming familiar with university policies regarding academic renewals, reinstatements, late add and drops, petitions, and appeals.

The incumbent also works closely with a variety of student offices and / or departments, such as Registrar’s Office and Advisement offices, with regards to student records and program requirements, such as grade changes and enrollment issues.

The incumbent independently organizes and performs a variety of administrative duties to assure effective daily operations of the department.

Work often involves front-line contacts with a wide range of campus and community individuals requiring active problem solving and effective interpersonal skills.

Incumbent must have the ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.

The incumbent will provide direction to faculty, students, and prospective applicants regarding department, college, and university policies and procedures.

• The incumbent maintains the electronic and hardcopies of the department’s course syllabi files; handles the textbook adoption process;
• including ordering desk copies and submitting textbook orders to the University Bookstore. Submits classroom requests for departmental special events;

processes key requests forms for faculty, staff, and students; and solicits and posts faculty office hours prior to each term.

Required Qualifications & Experience : Equivalent to two years of general office experience, which included providing work direction or acting as a lead.

The incumbent must possess general working knowledge of applicable university infrastructure, policies, and procedures and thorough knowledge of office methods, procedures, and practices;

support technology and systems including Microsoft Office; maintenance of PC based databases; and English grammar, punctuation, and spelling with excellent oral and written communication skills.

• The incumbent must have the ability to learn, interpret independently, and apply a variety of complex policies and procedures;
• identify deviations from applicable policies; recognize multicultural value systems and work accordingly; use computer technology to access data, maintain records, generate reports and communicate with others;
• and interact in a supportive manner with varying levels of staff, students, and members of the general public from diverse backgrounds;

and be self-motivated and able to work independently. The incumbent must have a demonstrated interest and / or ability to work in a multicultural / multiethnic environment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the California State University.

Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the prohibits the hiring of employees to perform CSU-related work outside the state of California.

Closing Date : Review of applications will begin on March 20, 2024 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.

A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual.

To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and / or interest in working in a multicultural / multiethnic environment. Certain positions require fingerprinting.

The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship.

We are an Equal Opportunity / Title IX Employer.

To obtain employment information for the impaired call :

TDD Line (323) 343-3670

24-hour Dial-A-Job Line (323) 343-3678