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Administrative Support Coordinator II

Apply now Job no: 499555
Department: Faculty Affairs
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

    • Position Summary
    • Full-time position available on or after May 10, 2021 for Faculty Development Center.

      Under the general supervision of the Director, this position will oversee and coordinate the daily administrative support operations of the Faculty Center for Excellence in Teaching and Learning. The Administrative Support Coordinator is the principal support position overseeing the FCETL day-to-day operations. This position requires an individual capable of independently performing administrative, technological, and clerical duties at a high level of responsibility within the context of a moderate to heavy workload, diverse university-wide responsibilities, multiple priorities, important deadlines, internal and external collaborations, with highly-visible results. Responsibilities include coordinating ongoing functions and overseeing day-to-day operations, as well as coordinating special events and projects; providing direction, training, and guidance to student personnel; serving as administrative support to the Director; and maintaining budgets and fiscal reporting related to the Center accounts, grants, stipends and contracts. The position requires exceptional customer service as the first point of contact for all FDC visitors/faculty. This position is handled by one person who is responsible for all office workflow.

    • Job Duties
    • Duties include but are not limited to:
      • Responsible for the analysis, design, implementation, and evaluation of various administrative databases to support organizational operations. Assist with the creation, review and update of policies, procedures and documents that will support office operations and program development.
      • Provide administrative support to the Director by handling their calendar, and ensuring materials are prepared for meetings and Center activities.
      • Compose, type, edit, and process correspondence and reports on behalf of the Director. Take appropriate action on all pertinent documents related to the Faculty Center, including purchase orders, reports, and databases.
      • Monitor and record meeting minutes, decisions, notes and accounting records for the Faculty Center including the Mini Grant Program, Special Consultant payment, honorariums and payroll.
      • Monitor monthly budget status reports and ensure that charge back billing is done in a timely fashion, and the proper account is credited.
      • Make travel arrangements and manage claims for the Faculty Center’s Director, guest speakers, and faculty who have been funded through the Center’s grants or programs. • Responsible for consulting with the Director, and various campus and system resources, on all policy and procedures related to budgets, and related operational functions to meet programmatic goals.
      • Create and manage a database management system to streamline and track all center programing and certificate programs
      • Purchase and maintain office supplies and building office machines.
      • Assist in the recruitment, hiring, and training of student assistants needed for the implementation and management of the Center’s events and programs.
      • Coordinate the annual equipment inventory and maintain the Faculty Center property control listing, including all the assigned numbers of tagged property. Maintain the Resource Center catalogue.
      • Design and produce the Center’s calendar of events and related announcements and flyers, and any mailings for the Center’s events (using HTML format and tools like Constant Contact/Canva).
      • Regularly design and/or post content to the Center’s web page and Canvas websites connected to Center projects or committees.
      • Produce and update the “New Faculty Survival Guide.” Coordinate with campus departments to disseminate information for the Guide. Proofread the guide, and coordinate with the graphic artist and Reprographics to ensure it is completed by deadline.
      • Coordinate the daily operation and reservation services of the Faculty Center. Interpret and implement the Building Use Policy. Log and maintain database on Center usage, present and brief the Director regarding symposia, seminars, workshops and other activities that are hosted by the Center.
      • Act as liaison to Physical Plant, Custodial Services, Chartwells Food Services, Public Safety, building occupants, and campus community. As building coordinator, serves as a liaison to Campus Facility Rentals and Safety and Risk Management,
      • Coordinate all functions at the Center, working closely with the host departments. Responsibilities include: scheduling conference rooms; posting and approving reservations in campus calendar/R25; working closely with campus departments and committees, and members of the community using these facilities for meetings, seminars, and special events; providing logistical and planning assistance including preparation and set up of rooms; checking out media and computing equipment as needed for events in the Faculty Center, assisting with set up, and demonstrating operation to users; tracking and monitoring equipment use; arranging for catering, media, and furniture moves; assisting with travel arrangements for guest speakers; welcoming and directing guests to campus locations; and ensuring building is well maintained and in good repair – including monitoring climate control, coordinating parking for visitors and guests.
      • Support and organize the Faculty Development Committee’s activities and events, including scheduling meetings, taking minutes, and distributing agendas and meeting materials.
      • 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

      • Five years of general office/administrative work in a college setting.
      • Advanced web-page, Canvas, Zoom and/or R25 experience.
      • Ability to create and manage a large database for tracking Center programming and participation.
      • Experience interpreting policies.
      • Ability to organize complex meetings and events.
      • Some college education
    • 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 effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
      • Ability to use negotiation and persuasion skills to achieve results and expedite projects.
    • Special Conditions

      • Flexibility to work different shifts, including ability to periodically work weekends and evenings with advance notice.

    • Salary Range
    • $3,352 - $5,639 per month plus excellent paid benefits.  (Anticipated salary will be $3,352 – $3,687 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 (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

    • 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
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER April 21, 2021 (Applications received after the screening date will be considered at the discretion of the university.)

    • 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:  Voluntary Self-Identification of Disability PDF Form.

      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

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