EOP Program Assistant at Jobelephant.com, Inc. in Vallejo, California

Job Description:

EOP Program Assistant




Job No: 515476

Work Type: Staff

Location: Maritime Academy



Working Title: EOP Program Assistant



Classification Title: Administrative Support Coordinator II



Department Name: EOP



Time Base: Full-time



Pay Plan: 12 month



Bargaining Unit: 7 (CSUEU)



Employment Type: Probationary/Permanent



Salary Range: $3,440 - $5,639 per month. Hiring salary is budgeted at $3,800-$4,000 per month commensurate with education and experience



Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.



Application Deadline: Open until filled. A review of applications will begin Friday, June 24, 2022 and the review period may end at any time thereafter.



Position Summary: Under the general direction of the Dean of Cadets and the Lead Coordinator of the Educational Opportunity Program (EOP), the incumbent coordinates all administrative and clerical functions related to EOP, including administrative support for program personnel. The incumbent ensures that program services are met by coordinating clerical operations. The incumbent works with the lead EOP Coordinator to process budget reports and maintain budget records. The incumbent is also responsible for supporting EOP programming during the admissions cycle, academic year events, and Summer Bridge. Additionally, the incumbent is responsible for providing administrative and clerical functions to support the Dean of Cadets.



About the California State University Maritime Academy:



Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.


Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.



Major Responsibilities:



Administrative

• Coordinate and organize clerical and administrative support functions for professional staff and direct the work of student assistants.
• Maintain the EOP equipment loan system (laptops, textbooks, calculators, etc.) to provide academic technical support for EOP students.
• Help maintain operational functions of EOP and the Office of the Dean of Cadets, including ordering general office supplies through business vendors, maintaining the day-to-day operations, and assisting with direct student support, among others.
• Greet visitors, answer the telephone, transfer calls and/or take messages for department employees, and answers questions.
• Process and track purchase orders, work orders, and key requests.
• Process request forms for computer and student file access, set up individual accounts, and establish security level access. Coordinate confidentiality and appropriate use training.
• Maintain EOP program calendars of events and activities to enhance student engagement. Support the Dean of Cadets in maintaining a calendar of events and activities relating to different departments within the division, such as Campus Life, Community Engagement, and Residence Life.
• Prepare and process travel requests and claims for all staff traveling under program funds. Make travel arrangements as requested.
• Resolve office problems independently and facilitate solutions.
• Maintain confidential personnel files for EOP and the Office of the Dean of Cadets.
• Process all personnel and payroll-related documents including staff, student, and instructional student assistant appointment forms, time vouchers, staff absence reports, and attendance forms.
• Assist the Lead EOP Coordinator and Dean of Cadets in the management of webpage content as needed.

Budget

• Support the Lead EOP Coordinator in program budget management by maintaining in-house budget system to track program expenses throughout the calendar year and processing budget files, such as Purchase Orders, Requisitions, ProCard Adjustments, etc.
• Independently interpret, communicate, apply, and ensure compliance with all State, Federal, University, Divisional and Departmental policies, and procedures.
• Establish consistent reconciling processes for EOP and Office of the Dean of Cadets on spending and budget reports monthly
• Organize and modify the overall budget structure for in-house reporting based on program needs.
• Work with the Lead EOP Coordinator on budget matters; attend budget meetings within the Student Affairs division when appropriate.
• Assist professional staff with coordinating the completion of required documents for student assistant employment and in monitoring expenditures related to mentoring, outreach, orientation, admissions, and tutorial services.
• Analyze budget allocations and expenditures for accuracy and potential impact on program operations.

Programmatic Support

• Assist with the execution of EOP events throughout the academic year, including the direction of student employees. EOP events may occur outside of usual business hours, including on the weekends.
• Support the Lead EOP Coordinator in coordinating programs and events with planning logistics, such as room reservations, food catering, processing of paperwork, etc.
• Assist with the execution of Summer Bridge programming, including logistical support and student staff supervision.
• Answer general EOP program and admission questions via phone, email, and walk-in contact.
• Assist the Lead EOP Coordinator with EOP recruitment, admissions, and matriculation. This includes reviewal, processing, and deliberation of EOP applications.
• As a staff representative, assist with supervising EOP programs and events led by EOP Peer Mentors
• Help with developing and distributing EOP program calendars to the EOP community to enhance student engagement
• Assist the Lead EOP Coordinator in the process of recruitment, hiring, and selection of new EOP Peer Mentors for the following academic year. This includes collaboration with the Human Resources department on the student employment recruitment and hiring process.

Required Qualifications:

• 
  Education: These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications:

• Ability to understand and analyze budget data to develop and maintain complex spreadsheets and make accurate projections requiring some inference.
• Microsoft Office, EAB Navigate, and Peoplesoft.
• Knowledge of strategies to support historically underrepresented student populations (first-generation, low-income, former foster youth, undocumented, etc.) in an education setting
• Knowledge of issues within higher education, particularly those affecting underrepresented student populations (first-generation, low-income, former foster youth, undocumented, etc.)
• Experience supporting programs in a college or university settings.
• Knowledge of the CSU admissions process
• Oral and written competency in Spanish.

Special Conditions:




Physical, Mental, and Environmental Conditions: Involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.



Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check, and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.



Mandated Reporter: 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.



Designated Position: This position is a “designated position” in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.



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.



Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix




EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.



Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume.



Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.





To apply, visit https://careers.pageuppeople.com/873/ma/en-us/job/515476/eop-program-assistant

















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