Location: San Bernardino, CA

Job Type: Full-Time

Division: Administration & Finance

Job Number: 2019-00204

Closing: 4/16/2019 5:00 PM Pacific

Overview 

Employment Status: Full-time, probationary “non-exempt” position.

Work Schedule: Monday through Friday from 8:00 am to 5:00 pm.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning April 17, 2019.

Typical Activities 

Under general supervision of the Energy and Sustainability Manager, the incumbent will perform the following functions:

• The incumbent will be responsible for administrative support for the Office of Sustainability.
• The incumbent will act as the first line for the Office of Sustainability calls and visitors.
• Coordinate their parking, secured time on site, access, and make sure the proper follow up is performed.
• Take notes and provide the necessary follow up documents from meetings and events.
• Assist in maintaining the Office of Sustainability and Energy & Sustainability Manager’s schedules.
• Support developing and maintaining Office of Sustainability SOPs and guidebooks for staff and student interns.
• Draft emails, copy for promotions, and other written work as assigned. Keep logs of student intern hours.
• Maintain any needed reporting, including various energy and other utility billing data entry into a spreadsheet.
• Periodically make rounds to ensure promotions are posted.
• Order print jobs as needed.
• The incumbent will work independently to provide concentrated research, promotion development/coordination, and outreach functions for various initiatives, programs, and projects.
• The incumbent will assist with the coordination of planning events consisting of: room reservations, A/V equipment, work out tools (i.e. whiteboards, post-its, etc.), alignment with other events, and other related tasks.
• Follow and maintain event (project) plans.
• Record event/meeting results, send out thank you cards and next steps to participants.
• Support the development and ongoing maintenance of the sustainability portal/website.
• Maintain the flow of information necessary to keep the sustainability portal up-to-date/current.
• The incumbent will assist at taskforce and roadmap meetings, keep notes, and post for review.
• Provide frontline customer service for the Office of Sustainability.
• Maintain high level of responsiveness, professionalism, and excellence.
• The incumbent will organize the monthly campus-wide bulletin.
• Act as the point person to gather and bring together cross-pollinating activities/efforts across the campus.
• Coordinate and review social media related posts and blogs with the Energy & Sustainability Manager.

Minimum Qualifications 

Experience/Education:

• Applicants must possess the equivalent of 3 years of experience in general office clerical work, experience working in an executive administrative support role is preferred.
• Applicants must have experience using standard office software programs such as MS Word, Excel, Access, and email programs.

Knowledge, Abilities, & Skills:

• Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
• The ability to use word processing and spreadsheet programs is required.
• Applicants must have the ability to create and maintain spreadsheets and databases.
• Applicants must have the ability to coordinate and prioritize many different clerical tasks while adhering to project and budget guidelines, along with the ability to accurately maintain records and files.
• Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis.
• Applicants must have demonstrated the ability to maintain a high degree of confidentiality. The ability to draft and compose correspondence and standard reports is required.
• The ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those of a sensitive nature is required along with the ability to work cooperatively with a diverse group of individuals.
• Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
• Applicant must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
• Applicant must have the ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
• Applicant must possess the ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations, along with the ability to use negotiation and persuasion skills to achieve results and expedite projects.

Supplemental Information 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be “Designated” under California State University’s Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

Benefits

You have medical, dental and vision plans from which to choose coverage. You may cover yourself and your eligible spouse or domestic partner and children. You are eligible to enroll in coverage if you are appointed at least half-time and for more than six months. If you enroll on a timely basis, coverage begins on the first of the month after your date of hire. You also may enroll during any annual open enrollment period.

HEALTH CARE

• Medical Benefits – You have a choice of several Health Maintenance Organizations (HMOs), depending on location, or Preferred Plan Provider (PPO) insurance plans through the California Public Employees’ Retirement System (CalPERS)). You and the CSU share the cost of coverage, with the CSU paying the greater portion of the monthly premium. You may pay your portion of the cost on a pre-tax basis through the Tax Advantage Premium Plan (TAPP).
• Dental Benefits – You may choose between two dental plans: a traditional indemnity (fee-for-service) plan allowing you to see almost any dental provider, or a “dental HMO” plan offering a network of dentists from which to choose. Currently, the CSU pays the full dental premium for you and your eligible dependents.
• Vision Benefits – Vision coverage includes an annual eye exam, and glasses or contact lenses every other year. Currently, the CSU pays the full vision premium for you and your eligible dependents.
• Cobra Benefits – If you lose your eligibility for medical, dental, and vision benefits under specified circumstances (for example, you leave employment with the CSU), the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) and the Omnibus Budget Reconciliation Act of 1989 (OBRA) allows you to continue to receive health care coverage at your expense. You and your dependents can receive COBRA benefits for up to 18, 29 or 36 months, depending on the circumstances.

FLEXIBLE BENEFITS PLANS

FlexCash – If you waive the CSU medical and/or dental coverage because you have other non-CSU coverage, you can receive additional cash in your paycheck each month. You will be taxed on this additional income. Currently, you can receive $128 FlexCash per month if you waive medical coverage and $12 FlexCash per month if you waive dental coverage.

SURVIVOR PROTECTION BENEFITS

Life and Accidental, Death & Dismemberment (AD&D) Insurance – The CSU provides you with $10,000 of basic term life insurance coverage and $10,000 of basic accidental death and dismemberment (AD&D) insurance coverage. The CSU pays the full cost of this coverage. Coverage is automatic and effective on the first of the month after your date of hire.

ADDITIONAL CSU BENEFITS

CSU Fee Waiver Program – If you are a full-time employee, you are eligible each term to waive certain fees at a CSU campus for a maximum of two courses or six units, whichever is greater. You may transfer your fee waiver benefit to your spouse, domestic partner, or dependent child (up to age 25); however, not all of the fees may be waived or reduced for your dependents.

RETIREMENT PLANS

CalPERS Retirement Plan – The California Public Employees Retirement System is a defined benefit retirement plan that provides lifetime benefits based on members’ years of service, age, and final compensation. Full-time employees appointed for at least six months, or part-time employees working at least half-time and appointed for at least one year, are automatically enrolled in the CalPERS Retirement Plan.
Depending on hire and/or membership date, employees are placed in one of three retirement formulas. Each formula determines the employee contribution rate, and the benefit factor and final compensation period used to calculate retirement allowance.

Retirement Plans

Employee Contribution 
2% @ 55. 2% @ 60. 5% less a $513 exclusion. 2% @ 62 (there is not an exclusion) is 6.75% for contribution.

Pre-Tax Savings Plans – As a CSU employee, you have three voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are:

• The CSU 403(b) Tax Sheltered Annuity (TSA) Plan
• The Savings Plus 401(k) Thrift Plan
• The Savings Plus 457 Deferred Compensation Plan

You may participate in any or all of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions.

TIME-OFF BENEFITS – (Paid Leave)

• Holidays – The CSU offers employees 14 paid holidays each year; 13 scheduled on specific days and one you may take any time during the year.
• Vacation – Depending upon your years of service, you earn vacation monthly as follows: 5/6 day up to three years; 1 1/4 days up to six years; 1 5/12 days up to 10 years; 1 7/12 days up to 15 years; 1 3/4 days up to 20 years; 1 11/12 days up to 25 years; and two days per month thereafter. If you have less than 10 years of service with the CSU, you can accrue up to a maximum of 272 hours (34 days); if you have more than 10 years, the maximum is 384 hours (48 days). Part-time employees accrue vacation on a prorated basis.
• Sick Leave – For each month of continuous service, you accumulate eight hours of credit for sick leave with pay. Part-time employees accrue sick leave on a prorated basis.
• Maternity/Paternity/Adoption Leave – You are eligible for up to 30 workdays per calendar year starting within sixty (60) days of the arrival of your new child, due to birth, adoption, or foster care assignment.