Administrative Support Coordinator

Social Work

Job #550258

Close Date: Wednesday, September 10, 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 more than 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.

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 #550259) Administrative Support Coordinator I, Social Work Administrative Support Coordinator, Salary Range: $3,864 - $6,072; Hiring Range: $3,864 - $4,057 . This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Social Work. 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 lead direction of the Chair of the Department of Social Work and in coordination with the Master of Social Work (MSW) Director and the Director of Community and Practicum Education, the Administrative Support Coordinator I coordinates all aspects of the on campus and distributed learning (DL) Master's Degree in Social Work, Community Placement & Practicum Education and Pupil Personnel Services Credential in Social Work (PPSC-SW) Programs.

Key Responsibilities:

• First line of contact to department and general public regarding the SW programs.
• Coordinate and process payroll and attendance for student assistants, including writing coaches and research assistants. Supporting faculty in grant related work as it pertains to the overall social work program. Work with Admissions, Graduate Studies, CEEGE, Office of Registrar, College and other campus offices to support SW students.
• Create, organize and/or edit MSW/BASW brochures and department announcements, including flyers, advertising and postings. Lead responsibility for assistance to BASW,MSW, PPSC-SSW students, including application and admissions process. Provides correspondence (in-person, by email and/or telephone) related to BASW & MSW admissions from the department, MSW/BASW Director(s), and admissions committees. Coordinate Information sessions and outreach/recruitment programming for the department. Create and maintain current and prior year admissions files for each applicant. Coordinate and disperse MSW applicant files for review and scoring. Record scoring according to rubric and track and analyze average ranking score for committee review and decision for each cohort. Compose, track and send correspondence related to SW admissions status for all applicant types including in university software such as slate and PeopleSoft Track and process Admissions Decisions forms for Graduate Studies and MSW admissions committee to other campus offices such as the Office of the Registrar and College.Track admits for prerequisites required for the program to ensure that they've been completed. Maintain database/spreadsheet, queries and reports for each cohort during admissions, this includes, MSW, BASW and PPSC-SSW. Provide support and assistance to the Community Placement and Practicum Education Coordinator on related matters, including S4 database support.
• Maintain community placement and practicum education databases.
• Provide enrollment and course registration coordination for MSW DL courses in special sessions. Maintain BASW/MSW student records including listservs, google groups, student files, and field placement databases, including alumni. Assist website design/updates, social media accounts including; posting and maintenance as well as training and supporting others in these areas. Department/Faculty/Staff Meetings - Attend department/faculty meetings upon direction from the Department Chair and record/prepare minutes. Provide assistance to the Department on reaffirmation accreditation. Assist in preparation of reports for CSWE profiling student demographics, course objects and field placement characteristics. Assist with copy editing and publication of BASW/MSW and field handbooks.
• Purchase using a variety of department funds and completing necessary supplier reimbursements. Maintain records and databases  including but not limited to; admissions, advising, practicum placement-S4 database.
• Understanding of student support as it relates to stipend programs, scholarships, travel and qualified expenses including third party billing and provide documentation for budget tracking purposes. Provide each master's student with a Graduate Approved Program, Advancement to Candidacy, and Application for Graduation signed by appropriate faculty and administration for students to process on campus. Track and process university and department forms for students in all programs, Department, College, Graduate Studies and Registrar's Office. Maintain student files and correspondence as needed. Assist students with registration, email, S4 placement database and LMS procedures.
• Coordinate outreach, recruitment and orientation calendar and support. Send and maintain all job postings to listservs. Provide assistance with event room scheduling, planning, purchasing set-up (including department meetings, orientations, Intensives and colloquiums). Provide  practicum support to instructors, including meetings and orientations. Coordinate ordering of textbooks and instructional materials. Maintains and updates department electronic equipment database and use. Maintain office supply and outreach inventory and purchase. Update outreach/recruitment carts and materials as needed
• Other Duties as Assigned

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

As related to the major responsibilities for this position:

• Applicable university infrastructure, policies, and procedures (detailed)
• English grammar, punctuation, and spelling
• Office systems and ability to use a broader range of technology, systems, and packages
• University budget policies and procedures
• Strong interpersonal skills for relating to students, program faculty and staff, and community partners
• Excellent written and oral communication skills, particularly with email and other electronic communication standards
• Self-motivated, detail oriented, and reliable
• Good telephone skills
• Independently handle multiple work unit priorities and projects
• Apply independently a wide variety of policies and procedures where specific guidelines may not exist
• Exercise appropriate judgment, discretion, and initiative in performing complex policies and procedures
• Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
• Prepare accurate data and draft and compose correspondence and standard reports
• Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Work under supervision and take direction for projects
• Establish and maintain cooperative working relationships with fellow employees and other campus staff, faculty and students from diverse backgrounds
• Use and quickly learn new office support technology systems and software packages
• Identify and solve standard problems and refer more complex problems to appropriate staff
• Respond to routine inquiries and explain standard policies and procedures to others
• Initiate, coordinate and implement multiple projects, determine relative importance of each, set respective deadlines, adjust priorities to changing needs in the office and complete projects accordingly
• Work in a team and in close quarters with other staff and remain cairn when interacting with the public
• Working in a multi-tasking position for a large department office, where there is constant interactions from walk-in traffic, telephones, printers, fax machine, email while performing detailed work and communication with faculty, students, staff, other campus departments, and the general public throughout the day.
• Ability to effectively communicate with a diverse population.

Minimum Qualifications:

• Completion of a high school program, technical/vocational program, or their equivalents combined with two years of related office work experience that has provided the applicant with the knowledge, skills, and abilities listed below.

Preferred Qualifications:

• Familiarity with university graduate admissions processes
• Experience using Slate, PeopleSoft, Common Financial Systems (CFS), Learning Management Systems (Canvas) and CalState Apply, S4 service learning database.
• Proficiency in using Google platform, Drupal, Canva.
• Familiarity with grant work and/or student stipend programs.

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, September 10, 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.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

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:  1035
Publication Date:  8/27/2025