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Administrative Support Coordinator I

Apply now Job no: 507698
Department: Coll of Arts, Hum, Soc Science
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 English. 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 Department Chair, lead direction of the Administrative Support Coordinator II, and working with routine consultation with the Faculty Advisors for The Signal student newspaper, Penumbra, and Early Start Director, this position provides a full range of varied and complex work assignments involving the use of judgment and discretion. This position requires an individual capable of performing administrative, clerical, and financial duties at the highest level of quality within the context of a heavy workload and multiple priorities, important deadlines, with highly visible results.

    • Job Duties
    • Duties include but are not limited to:
      • Assists in the hiring procedures for tenure-track and part-time ESE recruitments.
      • Assists in the hiring procedures for student assistants hired under faculty grants and IRA funds.
      • Serves as the timekeeper for students under grants and IRA funding.
      • Responsible for verifying their hours worked and notifying the department that their time is ready for approval.
      • Serves as the contact with the Student Payroll office.
      • Prepares travel requests and expenses for faculty using Concur.
      • Prepares purchase requisitions, direct pays and other financial forms.
      • Responsible for expenditures and monthly reporting of the department Procurement Card and Staples accounts.
      • Monitors IRA budgets and makes recommendation for usage.
      • Communicates and coordinates Signal buying, delivery and storage; acts as liaison with suppliers, vendors, and contractors.
      • Prepares monthly reports for the Faculty Advisor for Signal and partners with Signal Faculty Advisor to analyze, plan, and disburse budgetary allocations.
      • Supports Signal Faculty Advisor in the hiring process and procedures for student editors.
      • Accountable for Signal staff’s monthly timesheets, as well as access and egress to secured offices during regular business hours.
      • Maintains updated files to support Signal.
      • Serves as the timekeeper for Signal student managers.
      • Responsible for verifying hours worked by the Signal student managers and notifying the advisor their time is ready for approval.
      • Serves as the contact with the Student Payroll office.
      • Prepares travel requests and process claims for Signal related activities in collaboration with Signal Faculty Advisor.
      • Prepares purchase requisitions, direct pays and other financial forms in collaboration with Signal Faculty Advisor.
      • Responsible for expenditures and monthly reporting of the Signal Procurement Card and Staples accounts in collaboration with Signal Faculty Advisor.
      • State, Trust and Foundation accounts including design, preparation and maintenance of spreadsheets for budget reporting, planning and forecasting.
      • Prepares monthly reports for the Signal Faculty Advisor and notifies them of budgetary issues.
      • Perform other general office support and activities, such as processing standard and electronic mail.
      • Coordinates and prioritizes administrative and clerical projects interspersed with the day-to-day activities and operations of the department.
      • Prepare and compose correspondence and other documents.
      • Plans and coordinates events including retreats, conferences and campus events.
      • Duties include but are not limited to reserving rooms and/or working with off-campus sites, ordering equipment, setting up catering order, preparing required campus forms, working with guest speakers and performers to complete and sign a variety of documents which have varying timelines and ensure timely completion, coordinating travel/parking arrangements for speakers/guests, preparing agenda for the day of the event, and maintains files in accordance with campus policy.
      • Serves as main department contact for all inquiries in person, by phone and email.
      • Orders and maintains supplies.
      • Responsible for departmental purchasing, buying, delivery and storage; acts as liaison with suppliers, vendors, and contractors.
      • Maintains, repairs and orders parts and supplies for office equipment. Responsible for equipment inventory control.
      • Processes and serves as contact for key requests and maintains key list. Completes annual review reports for inventory key control with Public Safety.
      • Maintains State Property Control for the department and completes review of inventory with appropriate campus staff in the Department of Property Control.
      • Create and maintain standard and electronic records and files and record-keeping systems.
      • Communication liaison for guests and tours through the department Signal newspaper offices.
      • Coordinates program details such as catalog changes, course descriptions, budgets and student payroll, scholarships, grants and purchasing for the Signal and Penumbra.
      • Maintains all student records, assists students with campus processes and paperwork, and directs them either to faculty or other departments as appropriate.
      • Creates and maintains student databases (MA/BA/Minors/Certificates/Concentrations), manages academic worksheets and posts curriculum requirements.
      • Assigns appropriate academic advisor in area of student’s concentration of interest.
      • New Student Orientation, ensures appropriate program documents are available for distribution by Department Chair.
      • Maintains files for academic advising.
      • Coordinates catalog review process ensuring that program details and course descriptions are accurate and current.
      • Work with department ASC II on course scheduling worksheets for the academic year and summer/winter session schedules.
      • Responsible for accuracy of the course schedules, ensures that requested course additions, changes and deletions are processed.
      • Procedural liaison with other campus departments and colleges.
      • Maintains electronic databases, department website and other online platforms on a timely basis.
      • Under the general direction of the Administrative Support Coordinator II, assigns, trains, and leads the work of English work-study students.
      • 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

      • Knowledge of specialized software (including PICWEB, CMS PeopleSoft and Concur).
      • Experience in a higher education academic department setting.
      • Excellent organizational skills.
      • Excellent interpersonal and communication skills.
    • Knowledge, Skills, Abilities

      • 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
    • 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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