First review of applications: July 1, 2009. Please refer to #3146 in all correspondence regarding this position.
Administrative Assistant
Confidential Office Support - Level III
Office of the Vice President for Administration and Finance
Internal applicants only
Position
Under general supervision of the Office Manager for the Vice President’s Office, the Administrative Assistant will perform and oversee a variety of administrative and support activities in support of the Office Manager and for the Office of the Vice President. The incumbent will serve as a central point of liaison with other departments regarding day-to-day matters concerning the office; provide administrative and support assistance to the Office Manager, the Vice President, Associate Vice President and respective staff; maintain calendars, schedule appointments, and arrange meetings; make all necessary travel arrangements; receive and screen all visitors and telephone calls, assisting and resolving problems and inquiries of visitors; screen incoming correspondence and refer correspondence to appropriate staff member; independently compose correspondence and generate/distribute documents; maintain a tickler file to guarantee follow-up and completion of pending matters, including correspondence; assist with financial records and reports on a monthly basis; review outgoing correspondence prepared by other staff members for consistency, format, punctuation and grammar; research information, compile statistics, gather and compute data; prepare reports, summaries, or replies to inquiries; assist in agenda preparation; establish and maintain files, including confidential files and records; serve as the Attendance Clerk; assist the Office Manager in the oversight of the Suite Front Desk, ensuring coverage and a professional demeanor is maintained; and assist the Special Assistant to the Chancellor, CSU Chairman, Troops to College Program. This position has been designated as “confidential” in accordance with the provisions of the Higher Education Employer-Employee Relations Act (HEERA).
Qualifications
This position requires a bachelor’s degree and a minimum of four years of experience directly related to the support of a large complicated office with multiple staff, or an equivalent combination of education and experience required to perform the duties of the position. A financial background and/or experience working with financial records and reports required; the ability to interpret balance sheets and financial statements is strongly preferred; and direct experience with financial affairs, foundations, and philanthropic organizations is strongly preferred. In addition, the successful incumbent will possess strong interpersonal and written and verbal communication skills; ability to work with diverse groups of people, and as a member of a team; must have excellent problem solving and analytical skills and the ability to meet deadlines under pressure while maintaining accuracy and attention to detail; ability to recognize and handle confidential information with discretion; ability to prioritize work, complete assignments independently and with general direction, operate in a professional, fast-paced environment, and handle multiple tasks and competing demands; a high degree of computer literacy, including knowledge word processing, spreadsheet, internet, e-mail, presentation, and database software; an excellent foundation of English grammar, spelling and punctuation, and the ability to communicate effectively with all members of the campus community, students, faculty, and staff, as well as external constituents and visitors; outstanding customer service skills and the ability to develop and maintain professional interactions and working relationships, approach individuals in a tactful manner, and treat individuals with respect and consideration; ability to write and accurately format business correspondence, reports, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public; ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; and the ability to be consistently at work and on time, and ensure work responsibilities are covered when absent. The employee is regularly required to sit and enter data into a computer up to three hours a day, use hands to finger, handle, or feel, and talk and hear.
Qualification Note
Evidence of degree(s) or certificate(s) required at time of hire.
Salary and Benefits
The salary range is $3,032 to $5,772 a month. Starting salary placement will not exceed $4,167 a month, depending on qualifications and experience. This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period. A comprehensive benefits summary for this position is available at http://www.calstate.edu/Benefits/Summaries/2007_Confidential-%20C99.pdf or by request at Human Services.
Application Process
A completed SSU Employment Application form is required for each desired position by the filing deadline. Filing deadlines may be extended to meet the needs of the recruitment. A resume may be submitted in addition to the application. Please be aware that any resume submitted without a completed application will not be considered. More information on the application process is available. You may also contact Employee Services to have an application mailed to you. Materials submitted with your application will not be returned. Employee Services must receive applications for staff positions by 4:30 p.m. on the filing deadline date, unless otherwise specified. The ADA Coordinator is available to assist individuals with disabilities in need of accommodation in the hiring process.
In addition to meeting fully its obligations of nondiscrimination under federal and state laws, Sonoma State University is committed to creating a community in which a diverse population can learn, live, and work in an atmosphere of tolerance, civility, and respect for the rights and sensibilities of each individual, without regard to economic status, ethnic background, political views, or other personal characteristics or beliefs. Sonoma State University is an Equal Opportunity /ADA Employer.