MAJOR RESPONSIBILITIES: Administration Provides clerical, secretarial, and general administrative support for the operations of the Maritime Safety and Security Center (MSSC) site in Richmond and is accountable to the Director. Assists Director with logistics coordination. Monitors and schedules facilities maintenance with internal facilities department or external vendors. Tracks operational requests including: Accounts Receivables/Payables, Registration, etc. Prepares shipments for mailing. Back-up clerical support for Extended Learning, when needed.
Budget and Finance Interfaces and coordinates with the Sponsored Projects Extended Learning (SPEL) Project Accountant and campus procurement officer (if necessary) to gather information for project purposes. Gathers and compiles information in support of audits. Inputs revenue and expenditures into Excel spreadsheets for MSSC related programs.
MSSC Program Administration Schedules courses and assists Director with coordinating enrollment and logistics. Receptionist duties, including facilities tours, phones, greeting visitors/students. Updates and maintains enrollment schedule for MSSC, Cal Maritime and outside courses. Processes and receives enrollments for courses. Coordinates access, scheduling and availability to all MSSC training resources for commercial clients including use of facility and equipment. Ensures usage data is properly recorded. Develops and updates course materials with course developers and approval staff. Maintains library of instructor and student guides, assuring currency. Class preparation, classroom set-up, including course materials and instructor support; may include adjusted work schedule on class dates. Provides instructor support for ordering supplies, equipment needs, and correspondence. Maintains equipment inventory, including accessories, and procedure manuals.
SPECIAL REQUIREMENTS: This position will work at our satellite campus in Richmond. A background check (including a criminal records check and fingerprinting) must be satisfactorily completed prior to any candidate being offered a position with the CSU. 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 as a condition of employment.
MINIMUM QUALIFICATIONS: High School diploma or equivalent
Knowledge, Skills and Abilities: Experience to be proficient in performing most or all work assignments. Experience with front desk/receptionist responsibilities. General working knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of office methods, procedures, and practices. Fluency in using standard office software packages. Thorough knowledge of English grammar, punctuation, and spelling. Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in effectively presenting standard information in writing. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
DESIRABLE QUALIFICATIONS: Familiarity with customer service and quality improvement principals. Familiarity with general office practices, including CSU and MSSC guidelines and standards.
SALARY RANGE: $2,539 - $4,202 per month. Hiring salary will be towards the beginning of the salary range.
APPLICATION PROCESS: Interested parties must submit the Cal Maritime Employment Application, a cover letter and resume. Apply on-line at http://www.csum.edu/web/hr/careers. Based upon a review of applications and accompanying documents, only those persons whose qualifications best match job requirements will be interviewed. Applicants selected for an interview will be notified of interview appointments by telephone or email.
BENEFITS: The California State University Maritime Academy offers a broad range of benefits for qualifying positions including medical, dental, vision, life and disability insurances, retirement (CalPERS), fee waiver, vacation and sick leave.
ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.
Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with a Disability
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Located in Vallejo, California, The California Maritime Academy (Cal Maritime) is a unique and specialized campus of the 23-campus California State University (CSU) system. We are one of only seven degree-granting maritime academies in the United States ? and the only one on the West Coast.