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Administrative Support Coordinator II

Apply now Job no: 496947
Department: Office of the Dean of Students
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Temporary, Full Time

    • Position Summary
    • Full-time temporary, position available on or after September 1, 2020 and ending on or before August 31, 2021 in Housing & Residential Life. Possibility of reappointment based on budget, department needs, and job performance.

      Under the general supervision of the Associate Director for Residential Life, the incumbent will provide administrative and planning coordination in support to the residential life function of Housing and Residential Life. The incumbents lead responsibility is the planning, coordination, implementation, and assessment of over 300 resident programs and events per year. The incumbent will coordinate the overall residential event and programming calendar in accordance with strategic priorities and curricular goals, coordinates the collection of residential life-related data, and provides administrative support for residential life. 

    • Job Duties
    • Duties include but are not limited to:
      • Organize, coordinate, and maintain the comprehensive residential life programming calendar, including: all-community events, floor events, co-curricular events, FIR events, off-campus trips, co-sponsored events.
      • Hire, train, and lead student program assistants. Arrange routine team meetings and one-on-ones. Create daily and weekly task lists. Coordinate class and work schedules and individual responsibilities. 
      • Coordinate and lead a team of student program assistants in the development and implementation of all-community events. 
      • Ensure housing events align with department strategic priorities and curricular approaches. Work with Residential Life Coordinators, Assistant Director for Residential Education, and Housing Communications and Occupancy Management Specialist to coordinate programs and events which support community-building and engagement.
      • Collaborate with campus colleagues to extend the residential community into campus life as a whole. Co-facilitate campus events, such as Warriors Up At Night and SMART Day. 
      • Develop and implement as-needed and situation-based programming and events responsive to time-sensitive community issues and needs.
      • Implement universal and inclusive practices and modalities to programming and events; adjust programming to new modalities as needed. 
      • Develop program and event planning skills of student leaders and student program assistants. Maintain open communication through email, call and text for all student assistants for event guidance.
      • Complete all paperwork associated with student programming, including budget, travel, purchasing, risk management, and assessment support. 
      • Reserve campus spaces through 25Live for training or programs. Coordinate through Chartwells and ASI/USC for resources. 
      • Generate all Release of Liability forms for on-campus and off-campus student programs. Work with the Housing Services Specialist and the Office of University Risk Management as needed. Maintain records. 
      • Ensure programs are marketed to the community in a timely and effective manner.
      • Monitor the annual program budget and ensure expenses fall within approved perimeters. Conduct quarterly budget reviews and provide budget updates to residential life team and other committee groups.
      • Make recommendations to adjust program budget for following year by assessing actual costs and new programs.
      • Review and approve event request forms for compliance with department requirements, including program type, goals and alignment with department priorities and strategic plan.
      • Assist Associate Director in evaluating and ensuring events and programs align with the residential learning goals for Housing and Residential Life. 
      • Prepare quarterly and annual program reports by program types, participation levels and expenses. Critically assess feedback and recommend program adaption as needed. 
      • Coordinate logistics for large scale housing events in concert with other departments as appropriate. Recruit volunteers from campus clubs and organizations to assist in large scale events.
      • Assist in the planning and execution of New Student Orientation activities such as parent reception, lunch, and giveaways. 
      • Work with the Housing Communications and Occupancy Management Specialist to strategically link resident programming with the department marketing plan and retention efforts. 
      • Coordinate the StarRez events module for the purpose of resident programming, including event creation, participant sign-ups, roster, liability forms, etc. Assist residents in StarRez events module complications and resolve issues. 
      • Serve on the Education, Prevention, and Awareness Committee (EPAC), provide information of housing programs and plan events with committee. 
      • Serve as a resource to the Faculty-in-residence. Contribute to bi-weekly meetings with Assistant Director and assist with planning and implementation of FIR-related activities. 
      • Provide administrative support for the residential life function.
      • Coordinate the site logistics in fall and spring training activities for resident assistants and peer academic leaders. Lead training sessions as appropriate to position. 
      • Maintain programming and event supply inventory. Oversee purchasing process for supplies, including weekly reimbursable trips to purchase to program supplies.
      • Manage check out and upkeep of devices available such as Ipads, sound systems, and projectors. 
      • Coordinate weekly meals for summer crew. 
      • Cross-train in the major functional areas of the department, as well as software programs utilized in the course of business operations to ensure.
      • Be thoroughly knowledgeable regarding Housing and Residential Life policies and procedures; be knowledgeable regarding functions of other departments on campus in order to refer customers to appropriate departments as situations may warrant. 
      • Coordinate with Office Coordinator the overlapping responsibilities of office and program assistants. Work together to plan student assistant celebrations and training materials.
      • In the event of a campus or department emergency during daily work hours remain on-site and implement department emergency protocols. Do not leave until authorized to do so by designated manager.
      • In the event of an after hours or weekend emergency be available to return to campus as needed. 
      • Participate in regular emergency response planning, including tabletop exercises. 
      • Implement department emergency response protocols when activated. 
      • Cross-train across functional areas within the unit to ensure business continuity in a crisis. 
      • Serve as a liaison with campus and community entities to ensure the residential community remains operational. Be prepared to assist with any Logistics to house and feed residents, up to and including relocation.
      • Supply logistics.
      • Campus and community agencies coordination.
      • Communication via email, phone, internet and website.
      • Overall safety and security measures.
      • Work as part of the housing team to create a support network for residents through ongoing observation, interaction and communication with members of the residential community. Be observant when interacting with the community to recognize changes in behavior, etc. which may point toward resident crisis. 
      • As appropriate liaison with students and family on various items relating to resident health and well-being.

      Other duties as assigned.

    • Minimum Qualifications
    • Education: Completion of a high school program, technical/vocational program, or their equivalents. 

      Experience: Several years of related office work experience. 

    • Preferred Qualifications

      • Experience working in a university housing and/or residential life program. 
      • Experience with higher education liability and risk management policies and procedures. 
      • Experience with CSU and CSU Stanislaus travel procedures. 
      • Excellent decision-making abilities and work habits. 
      • Strong organizational skills.
      • Strong verbal and communication skills. 
      • Possession of a valid CA driver’s license with a good driving record.
      • Ability to complete short-term travel utilizing personal or rental vehicle during work hours.
      • Ability to work evening, late evening and weekend hours. 
    • Required Qualifications

      • Experience to be fully functional in all technical aspects of work assignments. 
      • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures. 
      • Thorough mastery of English grammar, punctuation, and spelling. 
      • Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite. 
      • Ability to independently handle multiple work unit priorities and projects. 
      • Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines do not exist. 
      • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area. 
      • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas. 
      • Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions. 
      • Working knowledge of budget policies and procedures. 
      • Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference. 
      • Ability to effectively write and present own reports.
      • Ability to use negotiation and persuasion skills to achieve results and expedite projects.
      • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations. 
    • Salary Range
    • $3,115 - $5,639 per month plus excellent paid benefits.  (Anticipated salary will be $3,115 – $3,427 per month, depending on the qualifications of the successful finalist.)
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to Benefits Summary: CSUEU (Unit 2,5,7,9)
    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.

       

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • JULY 13, 2020
    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  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 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    •  
    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

      INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

       

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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