Administrative Assistant
University Enterprises, Inc. (UEI) at Sacramento State is seeking an Administrative Assistant for the CSU-Louis Stokes Alliance for Minority Participation Project (CSU-LSAMP). Initiated in 1993-1994, CSU-LSAMP is a coordinated and comprehensive program of the California State University (CSU) dedicated to broadening participation in science, technology, engineering, and mathematics (STEM) disciplines. The CSU-LSAMP project is an alliance that includes 23 campuses of the California State University system. CSU-LSAMP’s overall goal for the project is to contribute to the development of a STEM workforce, which is broadly inclusive, globally competitive, and prepared to participate at the frontiers of science.
UEI offers an excellent benefits package which includes:
- UEI contribution to a TIAA retirement plan after one year of service
- Paid Vacation Time
- Paid Sick Time
- Paid Holidays – 13 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
- Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
Apply by May 16, 2022.
Pay Rate: $15.61 - $23.41 per hour; 30 hours per week
Sacramento State University requires all campus employees, including auxiliary employees, to be vaccinated against COVID-19, unless they have a qualifying exemption.
Position Overview:
This position performs a variety of administrative functions supporting the CSU-LSAMP Statewide Office located on the Sacramento State campus. This position reports directly to and receives general supervision from the CSU-LSAMP Project Manager. Additional tasks may be assigned by the Program Directors.
Duties & Responsibilities:
- Answers phones, directs callers, or takes messages as appropriate. Greets office visitors and provides a variety of information; directs visitors to appropriate people.
- Performs clerical functions including typing, word processing, taking and transcribing minutes, data entry, copying, collating, filing, and related tasks to facilitate the operation of the office. Organizes office files, both electronic and hard copy.
- Drafts and proofreads specialized correspondence and reports as requested; assists in the development of specialized project reports and publications, including collection of data.
- Assists in coordination of travel and meeting arrangements for system-wide office and campus coordinators.
- Assists in coordination of international travel for students and faculty involved in systemwide funded summer research experiences.
- Updates the department website with content provided by the Project Manager using university-owned Website Content Management software.
- Assists Project Manager in the planning and execution of annual conferences may require occasional travel.
- Receives incoming invoices, prepares check requests and back up documents for signatures. Submits invoices to Sponsored Programs in a timely manner.
- Tracks campus budgets and expenditures and reconciles monthly account summary reports.
- Audits and prepares travel expense claim forms for processing.
- Monitors and maintains supplies, determines suppliers, completes requisitions and places orders, receives and stocks supplies; inventories orders received; keeps records of office and duplicating material expenses.
- Maintains project files and record keeping systems in electronic and hard copy formats.
- Interacts with others in a professional manner and maintains confidentiality of information.
- Sorts, distributes, delivers, and picks up project mail.
- Performs other related duties as assigned.
Minimum Qualifications:
- Experience in an administrative support position.
- Demonstrated experience with meeting arrangements, including but not limited to travel arrangements and venue logistics.
- Demonstrated experience with basic computer applications including email, word processing, spreadsheet, presentation, and internet, such as the programs in the Microsoft Office Suite.
- Demonstrated experience creating and updating spreadsheets to track financial data.
- Demonstrated experience with online file management systems, such as Dropbox, Box, or Google Drive.
- Demonstrated experience effectively communicating and working with all levels of employees and/or customers while maintaining a professional demeanor and exercising tact and good judgment.
- Demonstrated effective telephone skills and ability to clearly answer routine questions.
- Excellent command of the English language including grammar, spelling, and punctuation.
- Demonstrated ability to work independently with little direction and the ability to coordinate many different tasks, determine the relative importance of each task, set deadlines and complete projects accordingly.
- Demonstrated ability to establish and maintain cooperative working relationships; apply good judgment, discretion, and initiative.
- Demonstrated experience working in a multi-cultural environment.
- Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.
Preferred Qualifications:
- Completion of college-level course work or other certified training in business, office administration, accounting, or a related discipline.
- Experience using Adobe Creative Cloud programs, such as Dreamweaver, Photoshop, InDesign, and Acrobat XI Pro.
- Experience working within an educational or academic setting.
- Experience maintaining websites and social media.
- Experience handling and maintaining confidential information.