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Administrative Support Coordinator I

Apply now Job no: 497558
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 October 1, 2020 and ending on or before June 30, 2021 in the Warrior Cross Cultural Center. Possibility of reappointment based on budget, department needs, and job performance.

      Under the general supervision of the Director for the Diversity Center, the incumbent performs a full range of moderate to complex clerical, financial duties, the center's room reservation coordination and student assistant scheduling. 

    • Job Duties
    • Duties include but are not limited to:
      • Provide administrative staff support to the Diversity Center Director along with the center’s three main areas; Diversity center resources and programming, undocumented student services, and the male success initiative.
      • Provide excellent customer service to Diversity Center visitors; assist and guide students, staff and with Diversity center resources. 
      • Coordinate daily front office operations such as: email and phone correspondence, scheduling of appointments, implementation of reception protocols and procedures, answer and direct incoming phone calls to appropriate personnel, maintain a tidy front office area and conference room. 
      • Prepare documents, collect information, transcribe, format, input, edit, retrieve, copy, file, transmit data, and graphics. 
      • Prepare and keep accurate records of department office hours and conference room schedules. Help design and maintain office bulletin boards, office signage and displays.
      • Independently prepare routine correspondence; attend meetings and record department meeting minutes as needed.
      • Maintain office inventory and purchase supplies (department and program materials, office supplies, and equipment) using either a requisition or procurement card. 
      • Coordinate event paperwork for department business activities.
      • Coordinate and serve as a liaison between department personnel and the campus community (e.g. catering, facilities, events management, safety and risk management, and other departments) with respect to event planning.
      • Serve as department liaison with HR to coordinate student employee hiring and volunteers, according to campus practices. 
      • Coordinate student assistant work schedules and timesheet logs as needed. Coordinate volunteer and intern schedules. Coordinate department event logistics, including workshops, training, conferences, activities, receptions. 
      • Independently research, make administrative recommendations and implement improvement efficiency practices and procedures for office management as it relates to operations. 
      • Perform data entry and recording in department using Microsoft programs and campus software. 
      • Coordinate maintenance as needed for department equipment such as printers and copiers, etc. 
      • Assist in scheduling department meetings/appointments including preparing documents and presentation for meetings. 
      • Assist with the distribution of department communication documents (e.g. department memos, and posting on department bulletin boards, etc.). 
      • Maintain content of department website and social media accounts. 
      • Assist Director with collection of data for monthly reports. 

      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

      • BA preferred but not required. 
      • Experience with working in a diverse student setting. 
      • Ability to work effectively with individuals from diverse ethnic, cultural, and socio-economic backgrounds. 
      • Ability to be flexible, adjust priorities and work under pressure of deadlines.
      • Fluency in using a computer and office software packages Office 365, PeopleSoft, Data Warehouse and Concur.
      • Ability to work independently without the benefit of continuing instruction and oversight.
      • Ability to establish and maintain a positive, friendly and cooperative customer service attitude to callers, students, faculty, staff, administrators, and visitors while exercising active problem solving and effective interpersonal skills.
      • Experience with purchasing and procurement, budget and financial reports and/or travel planning and logistics highly desirable.
      • Demonstrated ability to be detail oriented, organized, and able to multi-task. 
      • Demonstrated proficiency with Microsoft Office programs. 
    • Required Qualifications

      • Experience to be fully functional in all technical aspects of work assignments.
      • Ability to understand and operate in a variety of organizational structures. 
      • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. 
      • Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing. 
      • Ability to use and quickly learn new office support technology systems and software packages.
      • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages. 
      • Ability to independently handle multiple work unit priorities and projects. 
      • Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
      • Working knowledge of budget policies and procedures. 
      • Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
      • Ability to draft and compose correspondence and standard reports.
      • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature. 
    • Salary Range
    • $2,846 - $5,148 per month plus excellent paid benefits. (Anticipated salary will be $2,846 - $3,131 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
    • SEPTEMBER 25, 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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