Job No: 525618; 03/16/2023

Administrative Assistant
Administrative Support Assistant II
Communication Studies

Salary Range: $3,338 - $4,913/Monthly

Work Schedule: Full-Time, Monday - Thursday, 9:00 a.m. to 6:00 p.m. & Friday, 8:00 a.m. to 5:00 p.m.; temporary position, ends on or before one year from the date of hire; non-exempt classification.

Essential Functions: Under the general supervision of the Department Chair, the Department Administrative Assistant performs the assigned responsibilities for assisting in a variety of administrative operations and functions in the department office. Incumbent supports all curricular, advisement, and registration activities in the department;  provides clerical support for the Department Chair and faculty and assistance to other staff; plans and coordinates clerical work activities and provides lead work direction and/or training and assistance in work processes and procedures; responds to inquiries and provides creative solutions as needed; responsible for maintaining student files graduate degree programs, undergraduate program plans and worksheets, processing degree checks and updating GET student records to reflect approved program changes and course substitutions, and processing of related forms and coordination of screenings and reviews for graduate students. In addition, the incumbent ensures that both graduate and undergraduate students are informed of program requirements, sets up advising appointments, and issues permits as needed. Incumbent assists Department Coordinator as necessary and performs other related tasks as assigned. Additional tasks may include, distributing payroll checks; distributing department mail; informing faculty, staff and students about university, college and department policies; organizing and distributing Student Course Evaluations; notifying students about course offerings, course cancellations, and department activities; reserving classrooms for department events, such as Forensics tournaments, Public Speaking Showcases, Forensics Showcases and student club meetings; posting contact information for faculty, including email, office hours, and class schedule; and responding to correspondence and emails from students about course offerings, and prospective students who request information about undergraduate and graduate program. Preferred ability to assist in maintenance of the department web site and social media. 

Required Qualifications & Experience: Incumbent must possess: the equivalent to two years of general office experience, which included providing work direction or acting as a lead to lower-level staff; and knowledge of office systems. Incumbent must have the ability to: independently handle multiple work unit priorities and projects; use a broad range of technology, systems, and packages; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform basic arithmetic calculations; establish and maintain effective working relationships with others; respond to routine inquiries; explain standard policies and procedures to others; effectively communicate verbally and in writing; effectively handle a broad range of interpersonal contacts, including those sensitive in nature; and must be detail-oriented. Incumbent must demonstrate an interest or ability in working 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 CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

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 CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Bachelor's degree from an accredited four-year college or university; familiarity with university administrative processes and procedures pertaining to an academic department.

Closing Date: Review of applications will begin on 3/30/2023 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