Administrative Support Assistant II

Job no: 562174
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)

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 5 $ 3,859

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

CSU CLASSIFICATION SALARY RANGE: Step 1 $ 3,565 - Step 20 $ 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 general supervision of the College of Natural Sciences, Mathematics and Engineering Director of Grants and Outreach and the California Energy Research Center Director, the Grants and Events Assistant provides administrative support for externally funded projects and related outreach activities. The position coordinates assigned event and grant-administration activities; processes personnel, purchasing, travel, reimbursement, and other financial documentation; maintains grant and event records;

monitors deadlines and budget-related information; and applies established university and grant procedures. The Grants and Events Assistant also assists with the planning and implementation of NSME GO outreach events, CERC events, and the annual conference; serves as a resource for routine administrative and logistical questions; coordinates with campus offices and vendors; and identifies and resolves routine issues within established guidelines.

• Assist with planning and coordinating of annual outreach events by developing and maintaining event timelines, tracking assigned tasks, coordinating logistical arrangements, and following up with participants and campus service providers.
• Assist with planning and coordinating community outreach events outlined in the grant proposal including coordinating schedules, locations, supplies, services, registration materials, and other event-related requirements.
• Monitor and adhere to event timelines, maintain budget records, and communicate status, outstanding items, and anticipated issues to the appropriate Director.
• Review event-related purchasing, reimbursement, and risk-management documentation for completeness and compliance with established university and grant requirements. Identify missing or inconsistent information and coordinate corrections before submitting documents for approval.
• Prepare and process requisitions, payment requests, reimbursement documents, and related financial records for outreach events and activities. Track transactions, reconcile event-related expenditures, and follow up on routine discrepancies.
• Serve as a primary contact for routine event logistics questions from faculty, staff, students, vendors, community participants, and campus offices. Provide information regarding established procedures and refer complex or non-routine matters to the appropriate Director.
• Maintain event calendars, directories, websites, and social media platforms to promote engagement by entering current information, updating event details, removing outdated content, and coordinating corrections as needed.
• Assist in collecting post-event feedback to evaluate event outcomes.
• Review, scan, and log all budget related documentation of events and activities for accuracy and compliance prior to obtaining appropriate approvals.
• Prepare routine email distributions, meeting materials, and correspondence; schedule grant-related meetings; maintain calendars; and communicate changes, deadlines, and follow-up requirements to participants.
• Prepare and process grant personnel forms, including contracts, special consultant forms, faculty, and student hire forms. Review documents for completeness, obtain required supporting information, and route materials for appropriate review and approval.
• Track and document grant-related administrative activities. Notify the Directors of…