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Administrative Support Coordinator II
Job no: 493479
Department Academic Affairs
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Probationary, Full Time
Position Summary
Full time position available on or after August 15, 2019 for the Anthropology, Geography, & Ethnic Studies Department.
Under the general direction of the Department Chair, this incumbent will provide administrative support for the Anthropology, Geography, & Ethnic Studies Department. The incumbent will assist with overseeing and coordinating the day-to-day operations of a large, busy, and complex academic department.
Job Duties
Duties include but are not limited to:
Coordinates, collects, and creates students files of all student records for the Departments including: graduate students, majors/minors, and those with a concentration.Creates and provides advising worksheets and posts curriculum requirements. Determines and assigns appropriate academic adviser in area of student's concentration of interest. Works with evaluators in Enrollment Services interpreting and administering university and departmental policy, procedures and guidelines relating to student admission, advising and registration.Develops and maintains computerized database to track student progress in the major, minor and concentration, such as advisor data, address, phone, GPA, and academic standing for general department evaluation and consideration for outstanding student awards and honor societies.
Coordinates and schedules student appointments with faculty for academic advising. Secures and maintains files each day for academic advising appointments, releasing academic registration holds through the PeopleSoft system.Participate in New Student Orientation to assist faculty advisors and welcome new students.
Provide staff support for the student Honors Societies. Coordinate the student honor society application process; create application forms, facilitate collection of student membership fees utilizing designated trust account, verify student eligibility according to GPA, initiate membership activation, distribution of official membership certificates, ensure campus charter is current. Coordinates the annual induction ceremony.
Coordinate class scheduling process and input class schedules into the university's CMS/PeopleSoft system. Work with department chair and program directors on course scheduling worksheets and summer and winter session for Anthropology, Geography, Ethnic Studies, Social Sciences, Liberal Studies and cross-listed courses. Includes adjusting faculty-teaching assignments through the schedule change process.Establishes office procedures/processes (in coordination with the Chair) and maintains timelines and notifies faculty, staff, and students to ensure that processes are complete. Coordinates and implements comprehensive information related to the Anthropology, Geography, & Ethnic Studies programs in Turlock and Stockton. Articulates clearly to students in person, by phone or e-mail, websites, and social media.
Acts as the procedural liaison with other departments an offices on-campus and off-campus.Attends, interprets and implements information from the College of the Arts, Humanities, and Social Sciences Administrative Support meetings, Professional Development Training Sessions, PICWEB trainings and CMS PeopleSoft meetings as needed.Communicates with students, staff and the public regarding inquiries at off-campus televised sites/remote broadcast (e.g. Stockton televised classrooms, Zoom, etc.). Maintains department membership status in professional organizations (e.g. American Anthropological Association, Association of American Geographers, etc.).Communicates and coordinates departmental buying, delivery and storage; acts as liaison with suppliers, vendors, and contractors.Provides administrative coordinator support for affiliated institutes and centers, specialized classrooms, and labs.
Coordinates, compiles data and implements some departmental grant proposals such CAHSS Dean's Teaching Initiative, Dean's Travel and Teaching Initiative Funds, RSCA Grants, Service Learning Faculty Grants, Keck Grants, Equipment Request, and UEE Funds.Extracts information on students and alumni to print labels for mail distribution for survey purposes.
Arrange travel request and claims through concur or other university systems (e.g. lodging, transportation, per-diem travel reimbursements, receipts), including international travel. (Annual 50+ trips)Administers field trip travel and claims through concur or other university systems (e.g. lodging, transportation, per-diem travel reimbursements, receipts). (Annually, 6-20 field trips)Research, evaluate, and arrange transportation (e.g. rental vans), lodging, permits, food, equipment & supplies, conference registration for university related travel of faculty and student participants.
Research, evaluate, and purchase supplies and equipment for field trips, field courses, and events.Perform work independently under general direction from Chair and Program Directors related to goals. Identify projects, outline plans, initiate work, and complete and/or appropriately delegate work.Coordinate with student course fee system, IRA, Dean's Office, SERSCA, RSCA, Service Learning, UEE, extra-mural grants, Chancellor's Office.
Communicate and assist off-campus vendors and venues from local and regional that are unfamiliar and unprepared to navigate university procedures and processes.Work with multiple work unit projects and priorities to arrange coordinate all aspects of the events. Duties include but are not limited to room reservations, event services, technical support, permits, food, hospitality, honoraria, parking, security, and student assistance.Interact with high-level university personnel and outside officials, presenters, and performers.Advertise events through campus media and regional media.
Coordinate with risk management to ensure that all paperwork is appropriately constructed, completed by participants.Coordinate with student course fee system, IRA, Dean's Office, SERSCA, RSCA, Service Learning, UEE, extra-mural grants, Chancellor's Office.Works with the Office of Communications & Public Affairs to publicize events. Coordinate and delegate work to the students assistants providing event support for the 6-15 events.Process all new-hire paperwork for staff, faculty and student assistants.Facilitate the national faculty hiring process by preparing complex travel arrangements, coordinating agendas, arrange for hospitality services and acting as administrative escort for job candidates.Place job postings on additional websites to ensure a diverse applicant pool.
Prepare separate program requests for part-time faculty hires and maintains part-time contracts.Maintain information on part-time faculty pool and provide this information to department chair. Assist in the faculty RPT process. Maintain all documents pertaining to RPT, PTR elaborations, and the department part-time lecturer evaluation processes. Review census figures, FTES, and workload reports to assist department chair in adhering to university policies regarding student enrollments and faculty workload expectations.Prepare faculty Workload Reports and Assigned Time forms; review for accuracy and submit to department chair for timely approval.
Full-accountability of work-flow and completion of work for the assigned support staff and student assistants.Prepares requests, job descriptions, interviews, hires, trains, schedules, assigns, mentors, and monitors student assistant work. Accountable for work-study students' work.Assists in the hiring process and procedures for student assistants hired under faculty grants and department funds.Coordinates and prioritizes administrative and clerical projects interspersed with the day-today activities and operations of the department.
Monitors budget, develops line item costs and updates department chair and coordinator of budgetary issues.Develop/maintain spreadsheets to track department expenditures, prepares financial reports for the department chair and program director.Monitor/reconcile program budgets including general fund, extended education, trust and foundation accounts using university databases.
Research and evaluate information requested by the department chair and program director using data sources in university and system-wide databases; prepare reports from information obtained from database searches.Coordinates with CAHSS Budget Analyst and Financial Aid office work-study annual allocation.
Manages program details such as student payroll, scholarships, internal grants and purchasing for the department offices.Serves as a direct contact with the Student Payroll office.Tracks budget information on Financial Data Warehouse, PeopleSoft, and/or Foundation monthly account reports, for the department's Anthropology, Geography, Ethnic Studies, GIS Lab, Geography Field Trips, 5 state accounts, 6 trust accounts, and 2 Foundation accounts.
Coordinates and maintains budget management for State, Trust, Foundation and Grant accounts for the department to include design, preparation and maintenance of spreadsheets for budget reporting, planning and forecasting.Furnish monthly budget reports and updating appropriate faculty of budgetary capacities.Prepare purchase requisitions and encumbrances of supplies, services, and instructional equipment for Anthropology, Geography, Ethnic Studies, GIS computer lab, the Bone Lab, Soil Lab, KECK Visual Anthropology Lab, Department Institutes, other program specialized needs.Responsible for expenditures and monthly reporting of the department Procurement Card, Travel Pro Card, KECK Grant Pro Card and Staples accounts.Monitors and tracks faculty grants, transfers and balances.Coordinates and maintains inventory control for Anthropology, Geography and Ethnic Studies.Responsible for surveying-out outdated equipment.
Coordinate and maintain equipment inventory for 150+ items.Maintains annual reports, catalog copy, course revisions, new course scheduling, scholarships, census reports, library archives, and incomplete grades.Requests, distributes, and maintains records related to supplies and equipment for the department office and department labs.Processes course changes and cancellations for dissemination to appropriate areas for approval. Provides support for faculty in curriculum revision process. Sets time lines and manages deadlines for department requirements and paperwork.
Responsible for undergoing training and then implementing new systems and processes related to department functions.Assists the Directors of the four centers housed in the Department of Anthropology, Geography, and Ethnic Studies when needed, including supporting external grant administration.
Processes and serves as contact for key requests and maintains key list for Anthropology, Geography and Ethnic Studies faculty. Completes annual review reports for inventory key control with Facility Services.Maintains, schedules and coordinates office equipment servicing/repair of copy machines, scanners, telephone, etc. Maintains inventory control of department property.
Coordinates and orders books and desk copies for Anthropology, Geography, and Ethnic Studies.Assist with administering class assignments in emergency or unforeseen faculty absence.
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
Excellent interpersonal and communication skills.Excellent organizational skills.
Experience to be fully functional in all technical aspects of work assignments.
Excellent computer skills: Microsoft Office (Word, Excel, and Outlook).
Knowledge of university databases such as PeopleSoft and Data Warehouse.
Experience working with the Concur travel program.
Some college education and knowledge of Spanish.
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.
Salary Range
$3,115 - $5,639 per month plus excellent paid benefits. (Anticipated salary will be$3,115 - $3,427 per month, depending on the qualifications of the successful finalist.)
Compensation
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.
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
JULY 26, 2019
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.
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:https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.
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.
Clery Act Disclosure
Pursuant to theJeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act,the annual security report (ASR), is now available for viewing athttps://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, or by calling 209-667-3572.
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
To Apply, visit:
http://careers.csustan.edu/st/en-us/job/493479/administrative-support-coordinator-ii
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