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Administrative Support Coordinator II

Apply now Job no: 517774
Department: Academic Affairs
Work type: Staff
Location: Stanislaus - Stockton
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

    • Position Summary
    • Full-time temporary position available on or after November 1, 2022 and ending on or before October 31, 2023 at the Stockton Campus. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.


      Under the general direction of the Dean of the Stockton Campus, this position provides a full range of high-level administrative support functions; such as coordinates the Dean’s calendar and provides meeting support, working routinely with Cabinet members, elected officials, legislatures, external advisory boards, and their respective executive support on confidential and sensitive matters. The incumbent attends meetings with or on behalf of the Dean or senior leadership and is responsible for minutes, agendas, and related communication for Stockton Campus and community meetings and programs facilitated by the Dean. Represents the Dean’s office on various University, Stockton, and San Joaquin County initiatives. 


    • Job Duties
    • Duties include but are not limited to:
      • Perform a variety of complex, responsible, and confidential executive support work; administrative support duties to assist the Stockton Campus Dean in meeting reporting requirements, functional responsibilities, and research objectives; coordinate the Office of the Campus Dean; assign, schedule, coordinate, oversee, and evaluate the flow of office work and perform work in a timely and accurate manner.
      • Communicate clearly and concisely, both orally and in writing with diverse constituencies within and outside of the University.
      • Maintain confidentiality of sensitive information; exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations and matters.
      • Encourage professional excellence among the staff and promote an organizational culture of enthusiasm, customer service, innovation, and the highest quality of services rendered.
      • Serve as liaison between the Stockton Campus Dean, administrators, faculty, staff, students, elected officials, legislative offices, representatives of the community, and the public, by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining University policies, regulations, and procedures, or referring parties to the appropriate individuals or departments.
      • Make travel arrangements, and reservations, maintain appointment schedules and calendars, arrange meetings, conferences, community, and civic functions for the Stockton Campus Dean as needed; review, update and inform the Dean and others of essential timelines; process reimbursement requests.
      • Consult, coordinate, and conduct inquiries in the development of instructions, procedures, and forms for procedures related to travel and conference reimbursements, employee evaluation forms, and consultant agreements.
      • Maintain confidentiality with internal and external stakeholders, including Human Resources, President Cabinet, Advisory Boards (not limited to San Joaquin County Foundation, Stockton Scholars, etc.), public-public and public-private organizations throughout the exploratory, implementation, inception, and resolution phases of articulation agreements, memorandum of understanding, and other University or mutually beneficial partnerships with external stakeholders and constituents.
      • Provide lead work direction for staff, student employees, or graduate assistants when assigned.
      • Attend meetings on behalf and with the Dean, take minutes, and create a database for the Dean and other appropriate parties to review.
      • Coordinate and manage specialized functions or projects independently or in collaboration with others as assigned.
      • Research, analyze, and evaluate a wide variety of issues, data gathering, providing recommendations and alternatives or based on the supporting evidence; use independent judgment to develop and provide recommendations, and suggestions as appropriate; attend and contribute to communication meetings as assigned.
      • Screen and answer phone calls for the Dean, report and provide timely follow-ups as needed; compose and/or prepare draft general correspondences, responses, and reports.
      • Oversee and manage the Dean’s calendar.
      • Prepare and organize meetings including agendas, documents, reports, appropriate refreshments, and other needs for stakeholder meetings.
      • Coordinate with departments, divisions, and services when needed.
      • Coordinate and communicate activities and meetings with administrative personnel, faculty, staff, students, and community members.
      • Monitor projects, timelines, and other time-sensitive objectives for the Dean; and research and prepare timely information for review and dissemination.
      • Assist in writing, editing, and gathering material for reports and presentations by the Dean, and in preparing and managing time for meetings and events.
      • Assist, arrange and coordinate events, workshops, advisory board, and other campus and community meetings.
      • As required, prepare agendas, attend meetings, make summary notes, create, and distribute minutes; and follow up on action items.
      • Send out advance notices, reminders, and conduct background research for inquiries, projects, initiatives, university requests, and other objectives.
      • Responsible for the hiring and scheduling of student assistants’ work at the Stockton Campus.
      • Verify accuracy of absences, time reported, vacations, and vacation requests for those who report to the Dean.
      • Aid and support programs and services that represent the Stockton Campus and Stan State.
      • Assist the Dean and the Director of Operations on the day-to-day operations of the Stockton Campus as needed.
      • Prepare and maintain accurate records and reports, Event Briefs, thank yous, and initiatives.
      • Coordinate with department employees and submit work speeds and work orders, and notify Grupe Property Management, or Facilities Department when appropriate.
      • Order supplies and equipment, and ensure supplies are stocked regularly.
      • Manage and reconcile the Dean’s P-Card and Travel Card, mileage and out-of-pocket business expenses, cell phone, and any additional university financial expenses or cards that the Dean approves, oversees, and assigns.
      • Maintain close cooperative relationships between offices at the Stockton and Turlock campuses.
      • Provide guidance, leadership, and support for students, faculty, staff, and administration at the Stockton Campus.
      • Serve on University committees, task forces, and other work groups as needed; and other standing or ad hoc committees or groups as assigned; attend meetings, take notes, or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate. Maintain meeting documents and library archives on a secured Stockton University database.
      • Coordinate closely with the Office of the President in matters related to University, CSU, legislative, and Site Authority affairs, closed sessions, contracts, legal issues, and the coordination/scheduling of meetings; assist the Office of the President with events, presentations, Zoom, phone/reception support.
      • Compose correspondence independently and distribute according to established procedures and standards.
      • Provide additional oversite, when appropriate, in planning, organizing, and providing lead work direction for the clerical support function in assigned offices; train and provide work direction to assigned student workers and/or clerical assistants; manage the work activities of assigned initiatives, programs, or services; prioritize and review work assignments and review work for accuracy.
      • Assist in annual budget preparation; monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions; receive and store office supplies and ensure the proper functioning of office equipment. Assist the Dean in fiscal planning of departmental budgetary needs (general operating budget, room rental account, Foundation accounts, and all additional accounts).
      • Establish filing systems including confidential files; collect, compile and record narratives, statistical and financial data, and other information; research and verify information as requested.
      • Maintain accurate statistical and financial records.
      • Print out and prepare copies of weekly budgets and reports, give a general overview of items to be reconciled, purchased, or when cost recovery within the university needs to be administered.
      • Assist in forecasting funding needs, tracking monthly expenditures, and projecting anticipated year-end totals.
      • Serve as the Travel Custodian for the Stockton Campus. Assist with travel blankets and monthly travel claims, for staff and Turlock-based faculty teaching Stockton when appropriate. Prepare travel and itineraries, monitor outstanding documents, and assist with reconciliation.
      • Assist in receiving property sent to the Stockton campus.
      • Serve as the “Designated School Official” if there is not an identified second in command present or available.
      • Review, provide recommendations, and report concerns to the Dean regarding affairs associated with the Stockton Campus as part of our continuous improvement system and processes efforts.
      • Review and provide information regarding academic programs, admissions, evaluations, records, registration, financial aid, testing services, and outreach.
      • Review and provide emergency backup cashiering services including collection of fees by cash, check, or charge, posting transactions to student accounts, releasing academic holds, and daily reconciliations.
      • Review and interpret University policies and procedures as related to the Stockton Campus, be knowledgeable regarding functions of other departments on campus to refer clients to appropriate departments as situations may warrant.
      • Be thoroughly knowledgeable regarding University registration processes; register students each term; process add/drop transactions and monitor completeness and accuracy of forms, assist in the maintenance of registration, add/drop, and withdrawal forms; assist students and faculty with the resolution of admissions, records, and registration problems.
      • Participate and provide appropriate support for Stockton Campus sponsored activities.
      • 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

      • Bachelor's Degree.
      • Experience as an executive administrative assistant or equivalent.
      • Ability to effectively communicate both in writing and verbally.
      • Ability to lead organizational activities to enable team building, networking and coordination.


    • 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 $3,681 – $4,049 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator II range: $3,681 - $6,034 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
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER OCTOBER 7, 2022 (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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