Administrative Assistant

Under the supervision of the project coordinator and the principal investigator of the CalSWEC Title IV-E (CalSWEC) project, the administrative assistant provides the primary support of the CSUF CalSWEC program to maintain and complete the annual documentation of students, ensure all necessary data is entered into the CalSWEC database as well as providing the clerical support central for the ongoing functioning of the program. The administrative assistant works collaboratively with the other grant support staff, the Social Work Department Administrative Support Coordinator (ASC) and faculty, CalSWEC Programs throughout the state, Extended Learning and other university units, CSUF ASC Sponsored Programs staff, and UC Berkeley’s California Social Work Education Center (CalSWEC).
 
Responsibilities include the administrative and technical support for multiple components of the CalSWEC program.  This includes current enrolled students and also those who are alumni. The program requires different processes to meet the contract requirements. The work involves establishing and maintaining effective working relationships with campus departments and statewide organizations.
 
*Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond current Grant/Contract funding is contingent upon continued funding or new Grant/Contract.

• Providing advanced administrative support to CalSWEC Project Coordinators and CalSWEC Field Faculty.
• Maintains CSUF CalSWEC Title IV-E student files for the project that includes initial applicants and stipend recipients.
• Generates and completes required statistical and survey reports generated by the project.
• Provides data entry to and maintenance of the CalSWEC Student Information System (CSIS) for all participating students at CSUF.
• Develops and maintains the monitoring system for CalSWEC students’ job search requirements, work payback and hire status, as well as post-graduate follow-up for financial or work payback of the stipends.
• Prepare summary reports of student activities and assist in preparation of financial reports.
• Bookkeeping of expenditures of the project, monthly stipends and reimbursements, and student repayment processes.
• Prepares and maintains documents for students including individual contracts, tuition, book, and mileage reimbursement forms.
• Is responsible for word processing, data base maintenance, filing, duplicating, and set-up of CalSWEC meetings and events that support the instruction of CalSWEC students.
• Preparing correspondence, reports, publications, workshop handouts and maintaining project files and other CalSWEC contract documents as required.
• Serving as the lead in event planning.
• Assisting with the tracking of students’ status and matriculation through the completion of their social work programs.
• Providing administrative and clerical support in carrying out general office and reception duties.
• Coordinating with other campus administrative units to maintain program requirements as needed.  Work closely with the Auxiliary, Financial Aid, and Student Financial Services to facilitate the coverage of tuition for CalSWEC students and the distribution of additional funding to CalSWEC students as appropriate.
• Assisting in maintaining program calendars and program personnel.
• Other Tasks and duties assigned by Project Coordinator or Project Investigator.

• Minimum three (3) years’ experience in general office work, requiring confidentiality.
• Knowledge of human services or educational settings
• Experience working in a large organization.
• Strong attention to detail and able to work independently.
• Experience with public contact as well as working as part of a team under supervision.
• Strong knowledge and skills in Microsoft Office and other computer applications and programs.

KNOWLEDGE AND ABILITIES

• Ability to interact effectively with co-workers and clients.
• Ability to understand and follow posted work rules and procedures.
• Ability to relate well to others within the campus environment.
• Ability to display motivation and strong interpersonal skills.
• Ability to display organization, meet deadlines, display detail orientation, possess good judgment and common sense.
• Ability to demonstrate a high level of cross-cultural sensitivity.
• Thorough written and oral communication skills, including English grammar, spelling, and punctuation.
• Ability to apply independent judgment, discretion and initiative to address problems and develop solutions.
• Ability to perform standard arithmetic functions.
• Competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions.
• Fluency in using standard office software packages.

EDUCATION:

• Minimum Bachelor’s degree.

PHYSICAL DEMANDS:
 Lifting of up to 25lbs.; periodic bending; long-term periods of sitting; long term periods operating a computer.  
 
BENEFITS: 
Health, dental, vision, life/AD&D, health care flex plan, LTD, vacation, sick leave, holiday, credit union, tuition reimbursement and retirement plan. All benefits will be administered according to policies and/or procedures.
 
APPLICATION PROCEDURE:
CSU Fullerton, Auxiliary Services Corporation (ASC) is committed with Diversity, Equity, and Inclusion (DEI) practice.  This means hiring diverse talent and ensuring employees understand and respect differences around us. ASC is an Equal Opportunity and Affirmative Action Employer and a member of E-Verify. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
 
If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at (657) 278-4117. 
 
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position. 
 
Note: CSUF/ASC follows the direction of the CSU Policy related to COVID-19 vaccination. See FAQ Vaccines for more information.