Administrative Support Assistant

Location: California State University San Marcos Corporation (CSUSM Corporation)

Appointment: Part-time, Regular with Benefits, Non-Exempt (30 hours/week)

Posted: November 4, 2026

Application Deadline: First review - 11/23/26 (Open Until Filled)

Summary

The Administrative Support Assistant provides detailed administrative support for the Center for Research and Engagement in STEM Education (CRESE). The position supports the onboarding and compliance processes for CRESE's large undergraduate employee group, including preparation of employment-related forms and tracking required trainings and compliance items. This position also supports routine office, purchasing, scheduling, records, and communication tasks.

The Administrative Support Assistant reports to the Managing Director and works closely with the Business Operations Coordinator, CRESE staff, faculty, students, and campus offices. The position follows established procedures, communicates promptly about missing information or approaching deadlines, and maintains accurate and complete records.

Qualifications:

Education and Experience

• High school diploma or equivalent required; some college courses or bachelor’s degree preferred
• Minimum of one (1) to two (2) years of related administrative, clerical, records, customer service, or office support experience required; three (3) years preferred
• Experience preparing forms, entering data, organizing records, and tracking work through completion
• Experience working as part of a team and communicating with employees, students, vendors, or members of the public

Knowledge, Skills & Abilities

• Strong attention to detail and ability to review forms, receipts, dates, approvals, and supporting documentation for accuracy and completeness
• Ability to organize multiple assignments, meet deadlines, follow up on outstanding items, and maintain reliable tracking systems
• Clear and professional oral and written communication skills, including English grammar, spelling, and punctuation
• Ability to learn and apply established onboarding, purchasing, records, and office procedures
• Basic proficiency with Microsoft Word, Excel, Outlook, Teams, and shared electronic filing systems and the ability to learn other software programs specific to department
• Ability to work well with others
• Ability to handle confidential or sensitive information with discretion
• Effective customer service and interpersonal skills when requesting corrections, explaining procedures, and coordinating with others
• Ability to work independently on routine assignments and seek guidance when an issue falls outside established procedures
• Commitment to CSUSM's mission and goals as a student-centered university dedicated to teaching excellence, active learning, regional engagement, and educational equity

Other Employment Requirements

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 Revised July 21,
2017 as a condition of employment.

Limited Reporter

This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. The incumbent must pass and hold a satisfactory outcome at all times. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSUSM Corporation employees who apply for or hold the position.

Must participate in CSUSM Corporation, CSU, and university-wide trainings as required.

The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed.
An employee will be required to follow any other job-related instruction and to perform any other job-related duties requested by the supervisor.

Responsibilities and Tasks:

Onboarding and Employee Compliance

• Prepare employment forms for CRESE new hires and existing staff.
• Track completion of employee required trainings and compliance items; follow up promptly with employees and campus offices
• Enter information into required systems and prepare routine forms for review and approval
• Maintain complete electronic records consistent with retention, confidentiality, and grant documentation requirements
• Communicate procedural requirements and deadlines and refer policy exceptions or disputed items to the Business Operations Coordinator or Managing Director

General Administrative Support

• Provide routine scheduling, meeting, correspondence, copying, scanning, filing, data entry, and records support
• Assist with purchasing documentation, supply orders, event forms, hospitality forms, mileage reimbursement, and other administrative transactions
• Maintain shared calendars, task lists, contact lists, templates, and administrative reference materials
• Support preparation of program materials, participant documents, mailings, and meeting or event logistics
• Respond to routine inquiries or route them to the appropriate CRESE employee or campus office

Coordination and Quality Control

• Coordinate with CRESE staff and CSUSM Corporation or university offices to obtain information and resolve routine discrepancies
• Monitor recurring deadlines and alert responsible staff when information or approvals are outstanding
• Review completed work for accuracy and protect confidential personnel information
• Contribute to improvements in forms, checklists, filing practices, and routine administrative workflows

Supervision

Does not supervise employees.

Latitude and Judgment

• Performs routine work under established procedures and receives detailed instructions for new or unusual assignments
• Uses judgment to identify missing documentation, conflicting information, approaching deadlines, and routine processing errors
• Refers policy exceptions, financial questions, sensitive matters, and non-routine problems to the Business Operations Coordinator or Managing Director
• Errors may delay hiring or purchases, create incomplete records, or require corrective work

Work Environment

• The work environment will include normal office conditions and daily use of a computer Visual Display Terminal (VDT).
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

"JEANNE CLERY ACT AND CAMPUS FIRE SAFETY RIGHT-TO-KNOW LAW" NOTIFICATION - See website located at http://www.csusm.edu/clery/.

Application Procedure:

Please apply by clicking "Apply" and be sure to submit a cover letter and resume. CSUSM Corporation is an Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, ancestry, and veteran or military status or any other status protected by federal, state or local laws.

For questions or if you experience any difficulties with the online application process, please contact CSUSM Corporation Human Resources at (760) 750-4700 or [email protected].