Administrative Assistant to Executive Director

University Center - HSU

Posted: May 10, 2019

$3,163 - $4,438/mo. ($18.25 - $25.60/hr.) R123 Appointments are typically made at the beginning of the pay range. This is a full-time non-exempt position in the University Center Business Office with excellent benefits including medical, dental, and vision coverage; CalPERS retirement, life insurance, voluntary pre-tax health and dependent care reimbursement accounts and vacation, holidays, and paid sick leave.

About: The University Center Business Office is located on the 3rd floor of the University Center (UC) building at Humboldt State University. The primary objective of the Business Office is to provide the business infrastructure necessary to support the diverse programs, services, and commercial operations of the University Center. Our core functions include managing finances, accounting, human resources, information technology, and risk management. For additional information about the University Center, please visit:

Position Summary: Under general supervision, the Administrative Assistant to Executive Director is responsible for carrying out a variety of administrative functions and assisting in accomplishing the administrative objectives of the University Center’s Executive Director, the University Center Board of Directors, and its subcommittees. Assists with Human Resource functions such as benefits management, processing and submitting workers' compensation and unemployment insurance claims. Provides other Business Office support duties as needed.

Duties: This position’s responsibilities include, but are not limited to, the following:
• Provides a full range of administrative support for the Executive Director of the University Center including preparing and reviewing correspondence, copyedits, schedule appointments, take notes, maintain confidential files and transmit information to others.
• Provides secretarial and administrative support for the UC Board of Directors and its sub-committees such as scheduling and setting up rooms for meetings, creating, posting and distributing agendas, preparing calendars and meeting materials, transcribe minutes, maintain all board related materials, and work closely with officers of the Board.
• Assists with Human Resource Functions including hiring process of recruitment, coordinating interviews, and orientation, job descriptions, maintain personnel files, coordinate open enrollment, worker’s compensation and unemployment claims, employee leaves, and labor law postings.
• Custodial and record-keeping duties such as setting up and maintaining the Administrative Office’s files and records such as minutes, budgets, agreements and contracts, reports and other correspondence.
• Perform general office duties and other duties as needed such as serving as a representative on the UC Safety Committee and transcribe minutes of committee meetings, provide clerical services to the North Humboldt Parks and Recreation Department in the preparation of monthly Board meeting packets and responsible for preparing purchase order requests. Work with Executive Director to coordinate all details of special events for the organization.

Minimum Qualifications, Education & Experience: Equivalent to four years of administrative support experience required that has provided the applicant with the knowledge, skills, and abilities listed below. A bachelor's degree may be substituted for two years of experience.

Knowledge, Skills and Abilities:
• Ability to coordinate many different administrative tasks, determine the relative importance of each, set deadlines, and complete projects accordingly
• Ability to work effectively in a climate characterized by heavy traffic loads, shifting priorities, and the need to balance multiple tasks
• Thorough knowledge of proper English, grammar, spelling, and punctuation
• Proficient written and verbal communication skills
• Ability to independently initiate, draft, and copyedit clear and concise final form reports and correspondence
• Ability to prioritize work assignments
• Ability to work cooperatively and effectively with colleagues
• Knowledge of office methods, procedures, and practices
• Advanced working knowledge of Microsoft Words; general working knowledge of Microsoft Excel.
• Ability to apply judgment, discretion, and initiative in performing administrative work
• Ability to maintain complex records and files
• Ability to screen mail, telephone calls, and visitors
• Ability to record minutes and coordinate meeting logistics
• Ability to operate recording machines and to accurately summarize transcribed materials
• Ability to perform simple arithmetic computations
• Ability to key various payroll/personnel transactions
• Ability to learn and understand parliamentary procedures
• Ability to pay attention to details and accurately record data
• Ability to use personal computers and other standard office equipment such as copier, postage machine, and typewriter
• Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages
• Ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties

Physical Requirements: Ability to sit for prolonged periods of time; possess average physical agility abilities; light to moderate lifting is required. Must have manual dexterity and eye-hand coordination; corrected hearing and vision to normal range, and clear verbal and written communication, and good listening skills.

Special Conditions of Employment: Occasional overtime, especially on Board meeting days and during month-end deadlines. Strong customer service orientation. Speak, read, write, and understand English. Occasional layoff or reduced work hours due to lack of work; these periods generally fall on semester breaks and summer session. Must comply with neat grooming standards and present a professional appearance.

Application Procedure: Applicants should submit a cover letter of interest, University Center Employment Application, resume, and contact information of at least three professional references. Application packets that do not include the University Center Employment Application will not be considered.
Application packets can be mailed, e-mailed, faxed, or hand-delivered:
Search Committee
University Center, HSU
1 Harpst Street
Arcata, CA 95521
FAX: 707-826-4412

It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies.

Deadline: First Review May 28, 2019, open until filled. Anticipated start date of August 1, 2019, with possibility for part time work before then.

Evidence of required degree(s), certification(s), or license(s) will be required prior to the appointment date. A background check (including a criminal records check and employment verification) must be completed satisfactorily before any candidate can be offered a position with the University Center. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current University Center employees who apply for the position. Additionally, all UC employees receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

The University Center is an Equal Opportunity/Title IX/ADA Employer, and hires only individuals authorized to work in the United States. This is NOT a State position.

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