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Administrative Support Coordinator I

Apply now Job no: 507060
Department: Retention Services
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

    • Position Summary
    • Full-time temporary position available on or after January 24, 2022 and ending on or before January 23, 2023 in Learning Commons. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.

      Under the general supervision of the Director of the Learning Commons, the Administrative Support Coordinator facilitates office and staff administrative functions, student payroll operations, and department outreach roles; provides oversight of daily operations, and exceptional service as a first point of contact for departments, students, families, faculty, and staff; coordinates office processes and front desk services to maintain confidentiality of student information and create a safe, accessible, and welcoming environment. The incumbent develops and leads student assistants and learning preferences; coordinates hiring and payroll tracking processes for all student employees in the unit. This position assists with the development of Learning Commons marketing materials and outreach efforts including print, website, social media platforms, and events. This position provides administrative support for services that impact university goals for academic achievement, retention, and graduation of undergraduate students; exercises discretion and independent judgment in setting priorities, determining methods, and problem-solving issues within delegated area of responsibility.

    • Job Duties
    • Duties include but are not limited to:
      • Coordinates reception services. including phone, email, web, in person inquires and greeting the public; schedules appointments and provides general information on Learning Commons programs and services.
      • Refers users to associated university services to support holistic student success.
      • Assists in the development of office processes, communications, and signage that creates a safe, accessible, and welcoming environment.
      • Collects and assesses data on office operation processes and user experiences. Compiles data for campus and system wide reports.
      • Uses independent judgment and consults with the director to enhance office operations and user experiences.
      • Coordinates hiring, selection, training, and supervision of student assistants to work at the Learning Commons front desk and assist with office administrative functions, special office projects, and events.
      • Develops student office assistants’ familiarity with campus resources and referral skills to support holistic student success.
      • Manages calendars, confidential records, mail, and electronic filing systems in collaboration with director and Learning Commons staff.
      • Conducts ordering, inventory, and maintenance processes for Learning Commons supplies, equipment, technology, and work orders.
      • Coordinates check-in and check-out systems for program participants, staff, equipment, and facilities in collaboration with Learning Commons staff and StanTutor learning support management platform.
      • Coordinates processes for preparing, collecting, processing, and tracking student staff and casual worker hiring documents.
      • Communicates with campus payroll, student staff, and supervisors to track completions and changes.
      • Develops and distributes payroll calendars and reminders.
      • Develops documents in collaborative software programs to track payroll processes and provide methods for supervisors to verify of hours.
      • Maintains tracking systems for completion of required trainings and forms, including CSU employee trainings and scheduling agreements.
      • Uses StanTutor scheduling functions and Peoplesoft systems to review and verify payable hours of all Learning Commons student assistants on weekly and monthly schedules.
      • Prepares and processes special consultant agreements.
      • Provides support for scheduling meetings, reserving meeting rooms, taking minutes, preparing workshop presentation materials, managing staff collaboration tools, arrange catering services, and AV equipment.
      • Assists director with scheduling, special projects, events, and initiatives.
      • Assists Learning Commons staff in development and editing of program communications and forms.
      • Assists with development of Learning Commons marketing materials and outreach to students, academic departments, faculty, and the organization.
      • Coordinates scheduling, staffing and materials for campus resource events and special events.
      • Develops and maintains website content and social media channels.
      • Coordinates systems for timely and professional responses to inquiries and questions. 
      • Serves on campus or other committees.
      • Presents on Learning Commons functional areas at campus events and meetings (e.g. new student orientation, tabling events).
      • 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

      • Previous related administrative support experience in an academic setting.
      • Demonstrated experience with payroll systems, calendars, and developing office processes.
      • Experience working with confidential student data and in environments requiring confidentially.
      • Understanding of academic challenges and strategies to support students of diverse backgrounds.
      • Demonstrated experience in maintaining a website and developing outreach materials.
      • Experience with PeopleSoft and other program management platforms.
    • Knowledge, Skills, Abilities

      • 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.
      •  
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
      https://calstate.policystat.com/policy/9779821/latest/
    • Salary Range
    • Anticipated salary will be $3,276 – $3,931 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $3,276 - $5,148 per month)
    • 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
    • JANUARY 24, 2022

    • 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

       

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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