Administrative Support Assistant for Art & Film

Art & Film
Job #544221
First Review Date: Thursday, February 27, 2025

Close Date: Thursday, March 13, 2025

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #544221) Administrative Support Assistant II, Admin Support Assistant II, Hiring Range: $3,067 – $3,220. This is a full-time, benefited, non-exempt, 10/12 pay plan (work 10 months of the year with pay and benefits over 12 months). This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Under the work lead direction from the Department Chair, the incumbent is responsible for general office and clerical support of the Art + Film department.

Key Responsibilities:

Provides general office and clerical support for the Department Offices, including:

• Acts as first point of contact in department office; greets visitors, answers phones, directs calls, and routes voice, electronic, and hard-copy messages, interacting directly with students, faculty, staff, and visitors.
• Conducts routine tasks necessary for operation of department office, including filing, photocopying, scanning, shredding documents, maintaining and managing bulletin boards and information displays, and processing and delivering mail, forms and other documents.
• Monitors department/program email inbox(s) and processes and forwards emails as appropriate.
• Ensures that necessary office equipment is maintained and operational, and trains and assists users.
• Creates and maintains department/program forms, lists, and informational material, including spreadsheets, tables, charts, letters, memos, signage, and other documents in support of office, department, and program requirements.
• Assists with coordination and publicizing of department/program and special events and information of interest working with various departments across campus including, but not limited to, Room Reservations, Dining Services, Admissions, Alumni Relations, Marketing and Communications, and Distribution Services, as directed by ASC & Department Chairs.
• Assists with tracking, monitoring, stocking and distributing supplies and equipment as needed and in alignment with CSU and department guidelines.
• Assists ASC with performing administrative actions required to recruit and appoint office Student Assistants.
• Assists ASC with training, providing detailed instructions and work assignments, setting deadlines and priorities, and monitoring completion of work of office student assistants.
• Assists ASC with collection and processing of payroll/monthly time vouchers.
• Assists ASC with facility maintenance and repairs, submitting work requests as needed and preparing locking plans for department facilities.
• Assists ASC with organizing and coordinating a variety of department and committee meetings as requested by the Department Chairs.
• Assist ASC with maintaining the department websites working with the Department Chairs, College, MarCom and ITS as appropriate.
• Attends department/program meetings and assists with ensuring minutes are recorded in a timely fashion as requested.
• Performs other support duties as needed and assigned to facilitate a supportive and effective administrative office.

Provides support to faculty, staff and students in the departments and programs, including:

• Maintains current knowledge of where to find and how to respond to questions regarding a variety of university, college and department policies, procedures, and practices as well as department curriculum, facilities, events to students, faculty, staff and the public.
• Assists ASC with student registration, course permission numbers, and add/drop process for courses requiring department approval.
• Distributes information to students and visitors regarding major and minor options and directs visitors to appropriate resources regarding contract requirements for the majors and minors.
• Oversees processing of student major and advisor changes, incomplete, and grade change forms.
• Assigns faculty advisors to major students and reviews advising rosters to ensure all majors have assigned advisors.
• Assists faculty with completion of field trip forms and requirements for departments and entering field trip data into PeopleSoft, generates field trip checklists, and assists faculty in monitoring completion of release of liability waivers for field trip participants.
• Assists ASC in processing documents and records for faculty searches and appointments, program review, course scheduling, and other tasks and projects as needed.
• Maintains department syllabi files.
• Coordinates distribution of department materials (prospective students, alumni, job searches, etc.) as necessary, working with the Admissions, Alumni Relations, Marketing and Communications, and Distribution Services offices.
• Supports department/program in program review process, assessment, accreditation, and ongoing student recruitment efforts as requested.
• Performs other support duties as needed and to support the departments and programs.

Other Duties as Assigned

Knowledge, Skills, and Abilities Associated with this Position Include:

As Listed in Classification Standard:

• Experience to be proficient in performing most or all work assignments.
• 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.

As related to Major Responsibilities:

• Ability to learn new software and related skills required to perform job duties effectively.

Minimum Qualifications:

Preferred Qualifications:

Associates degree and one year of progressively responsible administrative and/or clerical experience, including some demonstrated customer service experience.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Wednesday, March 12, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty 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.

Class Code: 1030
Publication Date: 2/6/2025