California State University Maritime Academy Hiring for Assistant to the Captain Job at Vallejo, CA Full Time

Job No: 519683
Work Type: Staff
Location: Maritime Academy

UPDATED: 11-1-2022

Working Title: Assistant to the Captain

Classification Title: Administrative Analyst/Specialist Exempt 1

Department Name: Office of Marine Programs

Time Base: Full-time

Pay Plan: 12 month

Bargaining Unit: 9 (CSUEU)

Employment Type: Probationary/Permanent

Salary Range: $3,518 -$6,791 per month. Hiring salary is anticipated at $4,584 – $5,000 per month commensurate with education and experience.

Benefits: Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled.

Position Summary:

The Division of Marine Programs, which includes the Training Ship Golden Bear and the Waterfront, is responsible for the many operations related to the support of maritime related student education and training, student licensing and credentialing, and all factors associated with the annual Golden Bear training cruise.

Reporting to the Captain & Director of Marine Programs, the Assistant to the Captain performs a variety of administrative, technical and analytical duties and provides day-to-day administration in the Department of Marine Programs and aboard the Training Ship Golden Bear.

About California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:

Operational Responsibilities:

• Sets up and maintains the Captain’s appointment schedule and calendar of activities and conferences, and reschedules appointments/meetings as necessary
• Provides lead direction to cadet workers
• Prepares MARAD required reports regarding custodial care of the training ship and MARAD support of SMA cadet training
• Input data and transactions into Peoplesoft and other software programs
• Create RPA’s and submit for approval for hiring of staff and faculty for cruise.
• Handles personnel-related responsibilities; submits recruitment requests and inputs data for new hires and rehires for faculty, staff and students via various software systems; submits advertisement plans; serves as support role for various hiring committees; develops itineraries and arranges for travel during interview process for new hires as requested by Senior Leadership Team.
• Generates various reports from Peoplesoft.
• Manages and orders all supplies and equipment for the captain in the office as well as aboard the TSGB.
• Arranges meetings, including notification of meetings, and taking minutes as requested.

Budget:

• Prepares reports, commodity and service requisitions for TSGB, and Waterfront budget
• Monitor department of Marine Program and Training Ship Golden Bears budget.
• Provide reports and updates to the captain of any discrepancies
• Reconcile and performs monthly reconciliation of credit card purchases, matching invoices received from vendors and bank statements and forwards CCP Reports to Accounts Payable within established deadlines
• Process and audits travel claim forms submitted via Concur and direct reimbursement forms
  

Event Coordination:

Preparation for Annual Day on the Bay Public Relations Event

• Coordinate DOB preparation meetings
• Create and prepare all guest informational documents
• Coordinates DOB preparation activities in partnership with University Advancement and Corporation staff
• In collaboration with the chief mate and chief engineer, prepares DOB Station Bill for all crew and cadets
• Works with ship crew to coordinate safety drills, muster stations and ships manifest.

Functional Oversight:

• Manages the many and diverse requests and requirements of the Captain, including responding to staff, faculty, administrators, and external visitors; Helps to receive visitors, telephone calls, and correspondence directed to the Captain and makes appropriate referrals.
• Plans, develops and coordinates meetings on behalf of the Captain for various department and committee meetings
• Maintains confidential information on faculty, staff and students required by Marine Programs operations including cruise
• Manages files and documentation for committee meetings.

Other Duties:

Serve as Purser on Cruise

• Set up Ship’s Office prior to cruise including ordering all necessary supplies and equipment
• Maintain and secure all cruise personnel records and documents
• Prepare all necessary customs and immigration forms, crew lists, stores lists and other required documents prior to arrival at each port on cruise
• Makes arrangements including transportation for cadet official port activities requested by faculty or commandants
• Serves as lead for assistant purser on cruise

Required Qualifications:

Education: A bachelor’s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Licenses/Documents required: These credentials can be obtained upon hire.

• USCG Merchant Mariner Credential at the entry level
• TWIC
• Passport

Knowledge, Skills and Abilities

• Ability perform day-to-day administrative, technical and analytical duties in support of the departments.
• Working knowledge of general practices, program and administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures. Ability to learn, interpret and apply a wide variety of policies and procedures relating to and impacting the departments. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities simultaneously.
• Applied knowledge of confidentiality issues when working with/around sensitive student documents, including the ability to effectively handle interpersonal interactions at all levels.
• Exhibits high personal integrity in handling sensitive interpersonal situations and records.
• Detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Excellent oral communication skills.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests in a timely manner.
• Ability to make independent decisions in day-to-day operations.
• Ability to establish and maintain effective communication and cooperative working relationships within a diverse multi-cultural environment

Preferred Qualifications:

• 2-3 years of experience in financial and budget analysis; accounting and administration; human resources; office administration, planning, and coordination; event planning and coordination
• Experience in and knowledge of higher education infrastructure, policies, and procedures
• Experienced with PeopleSoft
• Expertise in the use of Microsoft Windows applications to include Word, Excel, and Access; knowledge and experienced with Adobe Acrobat and the creation of PDF files; and mail merge procedures in formulating a myriad of standard documents and awards.
• Expertise in the maintenance and posting of new/revised information to the Office’s websites.

Special Conditions: A drug screen(DOT) and physical will be required to be completed upon hire.

Physical, Mental and Environmental Conditions:

• Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.
• Is exposed to excessive noise
• Is around moving machinery
• Is exposed to marked changes in temperature and/or humidity
• Is exposed to dust, fumes, gases (circle)
• Drives motorized equipment

Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: 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.

Designated Position: This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: Click “APPLY NOW” to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume.

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed

To apply, visit https://careers.pageuppeople.com/873/ma/en-us/job/519683/assistant-to-the-captain

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