SASEM Administrative Support Assistant II

Job no: 559185

Work type: Staff

Location: Bakersfield

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

CLASSIFICATION TITLE: Administrative Support Assistant II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2027.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $3,565 - Step 4 $3,859

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,565 - $5,092

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under the general supervision of the Vice President of Student Affairs and Strategic Enrollment Management (SASEM), the SASEM Administrative Support Assistant II provides administrative, operational, and financial processing support for the SASEM Division Office. The incumbent serves as a key support position responsible for coordinating office functions, maintaining records, processing financial and personnel documents, supporting communications and scheduling activities, and assisting with division-wide administrative.

DUTIES & RESPONSIBILITIES:

SASEM Administrative Support

• Provide administrative and clerical support to the Vice President of SASEM and division office staff by coordinating daily office activities, maintaining schedules, and supporting divisional operations.
• Assist with coordinating meetings, appointments, and division events by scheduling facilities, preparing meeting materials, confirming attendance, and arranging logistical support.
• Prepare, proofread, format, and distribute routine correspondence, memoranda, reports, agendas, spreadsheets, presentations, and other administrative materials in accordance with university standards.
• Maintain and organize confidential electronic and physical filing systems, records, and reference materials to support accurate recordkeeping and efficient retrieval of information.
• Monitor office communications, including phones, shared email accounts, and visitor inquiries, and provide information or referrals to appropriate campus resources and personnel.
• Maintain office supply inventories, submit supply orders, and coordinate with vendors and campus departments to ensure continuity of office operations.
• Update and maintain calendars, contact databases, distribution lists, and routine administrative tracking documents for the division office.
• Assist with maintaining office procedures and administrative workflows to support efficient and timely completion of division activities and assignments.

Financial Processing & Budget Support

• Process routine financial transactions for the division office, including purchase requisitions, invoices, reimbursements, direct pay requests, and other financial documents in compliance with university procedures.
• Maintain organized financial files and supporting documentation related to purchases, expenditures, budgets, and payment processing activities.
• Reconcile purchasing card transactions by reviewing receipts, verifying documentation, and preparing records for submission and approval.
• Track expenditures and maintain budget spreadsheets and financial records to support routine monitoring of divisional accounts and available balances.
• Assist faculty and staff with completing travel requests, reimbursement forms, and related documentation in accordance with university travel procedures.
• Communicate with vendors, Procurement, Accounts Payable, and campus departments regarding routine purchasing, payment status, and financial processing questions.
• Compile financial information, spreadsheets, and supporting documents for reporting, reconciliation, and record retention purposes.
• Assist with fiscal year-end activities by organizing records, preparing documentation, and supporting routine financial processing deadlines.

Operational Support

• Prepare, review, and route administrative forms and documents related to purchasing, travel, and other division operations.
• Serve as a liaison for routine administrative communication between the SASEM Division Office and campus departments, students, staff, and external partners.
• Monitor administrative deadlines and maintain tracking systems to support timely submission of forms, reports, and required documentation.
• Maintain spreadsheets, databases, and tracking logs related to division…