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Administrative Support Coordinator I

Apply now Job no: 507825
Department: Coll of Arts, Hum, Soc Science
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Part Time

    • Position Summary
    • Part-time temporary (24hrs/wk)position available on or after January 24, 2022 and ending on or before January 23, 2023 in McNair Scholars Program. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.

      This position provides administrative support for the Ronald E. McNair Post-baccalaureate Achievement Program, a Federal TRIO Program funded by the Department of Education designed to increase the number of low-income/first-generation college students and students underrepresented in graduate education who pursue and earn Masters and Ph.D. degrees. Reporting directly to the Stan State McNair Scholars Program Director, this position serves as the principal support position overseeing the day-to-day operations of a busy and complex student success program. This position requires an individual capable of performing complex, time-sensitive administrative, clerical, budgetary, and reporting duties at the highest level in the context of a heavy workload that encompasses an extensive range of diverse responsibilities, multiple priorities, coordination, and collaboration across administrative divisions, and important deadlines.

    • Job Duties
    • Duties include but are not limited to:
      • Coordinate and compile all documentation for program budget monitoring and reconciliation including: Maintain and/or oversee program accounts by gathering, maintaining and analyzing data to track finances and make accurate financial projections. Monitor expenditures and funding for assigned areas. Provide timely budget summaries, Pro-card reports, ad hoc reports, and other information to Project Director (PD) as needed.
      • Maintain ledgers for various budget categories and provide reports for McNair accounts to PD on at minimum a quarterly basis to comply with Department of Education (ED) reporting requirements.
      • Process paperwork for paid student summer internships and Faculty Mentor stipends.
      • Coordinate and complete administrative tasks related to the summer internship program.
      • Process travel reimbursements, purchase requisitions, and special consultant forms.
      • Collect and distribute payroll vouchers, payroll records, and payroll warrants for faculty, staff, and student assistants.
      • Monitor working status of office equipment and coordinate necessary repairs and annual inventory and support equipment in the McNair Scholars Program.
      • Compose, review, and/or edit daily correspondence for the PD and/or Faculty PI’s signature to include reports and forms.
      • Oversee the McNair Program archive and filing processes.
      • Manage the completion of all clerical work by meeting the deadlines imposed by university and ED guidelines and regulations.
      • Retrieve/distribute mail; make phone calls to faculty, students, and campus personnel; conduct errands around campus; request services or technical support as needed; take and respond to messages; monitor and order department supplies and equipment to support PD, Faculty PI, Faculty Mentors, and other program stakeholders.
      • Work with the PD, Faculty PI, and counterparts in other campus offices in the recruiting of qualified applicants to become McNair Scholars.
      • Assist in the development of recruitment materials and in the coordination of outreach activities.
      • Attend McNair recruiting and orientation events and help PD with programming.
      • Maintain database for student admissions and tracking.
      • Support and monitor the collection of data and information required for assessment and reporting activities related to McNair Program student recruiting, admission, and post-graduation tracking, including software support (StudentAccess, SharePoint, InfoReady, Excel) for student applications and Comprehensive Academic Plans (CAPs).
      • Gather information and prepare reports using university and system-wide databases.
      • Provide appropriate assistance to the PD and Faculty PI in resolving academic-related problems for students and Faculty Mentors; maintain McNair student databases and documents; maintain contact lists and other necessary data for McNair Program applicants, students, and alumni as required by the ED.
      • Support PD and Institutional Research efforts to retrieve and coordinate data needed to complete required assessment and tracking.
      • Act as liaison with other organizational units on campus as appropriate.
      • Maintain effective interpersonal communications with faculty, staff and students; provide accurate information to students, PD, Faculty PI, and Faculty Mentors; respond to questions from faculty and students, PD, Faculty PI, and Faculty Mentors as appropriate.
      • Provide reception services for the McNair Program office during assigned hours. Respond to questions (in person, on the telephone and by e-mail) in a prompt, courteous, and professional manner and take messages or refer individuals to the proper person for assistance.
      • Assist with special programs and event coordination including facility planning and reservations, equipment rental, travel, and hospitality arrangements.
      • Coordinate field trips to conferences and graduate schools, including travel requests and preparing cost estimates.
      • In coordination with the PD, update the McNair web page with new information on a regular basis, including application information, deadlines, programming announcements, and program news. Keep up the general maintenance of site on an ongoing basis.
      • Maintain departmental files and records including reference sources for policies, procedures and practices.
      • Assist in hiring and training student assistants. Coordinate their daily assignments.
      • 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

      • Administrative support experience in an academic department or student support program is highly desirable.
      • Experience working with ethnically and racially underrepresented students, low-income, first-generation college students, and familiarity with TRIO programs is highly desirable.
      • Demonstrated experience coordinating programming and student and staff travel is highly desirable.
      • Demonstrated experience in maintaining a database (StudentAccess, SharePoint, InfoReady, Excel) is highly desirable.
      • Experience working with PeopleSoft, Common Financial System (CFS), and Adobe Professional is highly desirable.
      • Experience performing a variety of recordkeeping and budget maintenance tasks associated with federal grants, including compliance with program regulations and requirements, as well as college policies and procedures is highly desirable.
      • Understanding of and empathy toward diverse cultural and ethnic backgrounds.
      • Proficiency using Microsoft Office Suite products, including Word, Excel and Access.
      • Ability to handle multiple work unit priorities and projects.
      • Ability to work independently or as part of a team.
      • Excellent planning, organizational, and budget management skills.
      • Experience with office administration (word processing, filing, etc.).
      • Experience maintaining a program website.
    • 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:
    • Salary Range
    • Anticipated salary will be $1,965.60 – $2,358.72 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $1,965.60 - $3,088.80 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 25, 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 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.



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