Job No. 538743 Administrative Support Coordinator I

Job Description:

Job No. 538743 Administrative Support Coordinator I

Description

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,680 - $4,200

However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,680 - $5,783

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Working independently under general supervision of the Dean of the School of Social Sciences and Education, the Administrative Support Coordinator (ASC I) performs the full range of administrative and clerical functions for the Department of Sociology. The ASC I is the first point of contact for students, vendors, publishers, public, administrative staff, and student assistants for the Sociology department. When the department Chair and faculty are not available, the ASC I must independently exercise good judgment in resolving problems to expedite inquires. In addition, the ASC I coordinates and executes special projects, such as faculty searches and program reviews.

DUTIES & RESPONSIBILITIES:

Academic Administrative Support

• Alpha Kappa Delta-Independently send a message to all Sociology students informing them of this membership. Collect the applications and money. Prepare a Collection Sheet for all money received, which goes to the Cashier office. Reserve and schedule a room for the AKO Induction ceremony.
• Change of Grade Forms- Receive grade changes for students. Make sure all information on form is correct and get Department Chair’s signature. These forms are forwarded to the Admissions/Records office for processing.
• Schedules in PeopleSoft- Inputs course schedule information in PeopleSoft (CRN, course title, section number, units, enrollment, time schedule, teaching instructor, etc.) for each course taught on main campus and AV campus. Prepare and print schedules for bulletin board and Department Chair review. Make changes in PeopleSoft.
• Petition for Course by Individual Study forms - Review forms and make sure they are filled in with all required information including, getting advisor, instructor, Department Chair, and Dean's signatures, and then enrolling the students into the course in PeopleSoft. The original copy is sent to the Admissions/Records office and a copy remains in the Sociology office file.
• Interpret and explain Sociology admission requirements, prerequisites, transfer courses, departmental courses, etc. via telephone/walk-ins for to students daily for the department. Provide necessary forms to students.
• Provide administrative support to students via telephone/walk-ins for main campus and Antelope Valley campus students when faculty advisors are not available regarding the Sociology program. Briefly explain the course work outline and two concentrations to the students. Prepare a file folder with a clean transcript, major outline, minor form, general education requirements form and advising log. Create and regularly update a student email list to inform students to meet with their advisor during the academic advising period. Print two copies of advising schedule calendar for faculty who are advising.
• Independently maintain, update, and purge current student files and email lists (remove/purge students file who have graduated, and updating database) for our department.
• Proofread the department catalog for accuracy and completeness. Catalog Preparation - The university catalog is revised every year. Provide support to faculty in making approved changes to catalog copy.
• Prepare, collect, and file all copies of textbook requests each semester.
• Collect syllabi from faculty members each semester.
• Print updated transcripts and file in student folder in preparation for advising at the beginning of each semester. Assist faculty in preparing Change of Grade forms. Submit these forms to the Admissions/Records department.
• Extract student information, addresses, degree awarded, using PeopleSoft for completion of various assignments and reports.
• Responsible for maintaining degree program requirement forms, maintaining student records, ongoing review of student records during advising.
• Proctor student exams in the Sociology office for faculty.
• Commencement- Keep track of students who will be graduating each semester and make sure all prerequisites, department, and school forms are filled out by the student and their advisors.
• Outstanding Student Awards: Using PeopleSoft Query to get student GPAs for Department Chair and Faculty to review to select students for Outstanding Student awards.
• RTP- Throughout the academic year, assist with both content and contextual aspect of the RTP process. Assist faculty with questions regarding the review process and timelines, track the review process and reserve conference rooms and schedule meetings.

Recruitment/New Hire Coordination

• Coordinate and implement recruitment for tenure-track faculty positions. Entails direct contact with advertising agencies for advertising nation-wide publications. Organize all incoming correspondence, prepare file folder, type summary sheet, and add name to Applicant database. Prepare and send acknowledgement letters/emails/itineraries to candidates. Arrange travel accommodations and coordinate on-campus itinerary with CSUB administration and faculty for invited candidates, and prepare travel claim reimbursements for each candidate. Schedule candidate's colloquium presentation time and reserve location for presentation. Process and acquire approval for Petty Cash forms, Business Meal Allowance, and Direct Pay forms for faculty reimbursement associated with entertaining candidates.
• Search Committee Meetings: Place advertisements in publications, prepare candidate itinerary, schedule campus visits, meetings, conference calls, make hotel reservations. Responsible for on-site coordination of visit and develop paperwork necessary to qualified candidates.
• Prepare key requests, request Outlook accounts, and order business cards for new hires.
• Assist in the selection of the office staff; training all new administrative staff in work procedures; orienting new faculty (temporary, permanent, and adjunct) to the department; maintaining unit personnel records and coordinating the administration of performance appraisals for the administrative and student staff.

General Department Administrative Support

• Prioritize incoming mail, email, and telephone calls; screen visitors to the office and make independent judgments about appropriate referrals when questions fall outside the scope of knowledge.
• Equipment - Responsible for ordering and maintaining up to date records for our office supplies. Process department equipment requests, coordinate development of a priority list, work with faculty to ensure specifications, track orders through the purchasing process, and monitor our budgetary allocation.
• Maintain and safeguard confidentiality of all sensitive files.
• Coordinate and schedule meetings on various department subjects. Compile and draft correspondence for Department Chair.
• Faculty meetings: Make copies when requested and reserve conference rooms for these meetings. Take minutes during meetings.
• Arrange and complete travel claims, hotel accommodations, car rentals, and out-of-town conference meetings for department Chair and faculty.

Department Budget Support

• Administer and compile the Sociology account budget and verify all account transactions and carefully screen all entries
• for the department. If a discrepancy arises, decipher its origin, and correct the problem using knowledge of stateside accounting procedures. If the discrepancy is not internal in nature, contact Accounting and correct matters through their office.
• Process travel claims, credit card orders, Office Max orders, Print Shop/Reprographics orders, computer/telephone workorders, petty cash disbursements, chargebacks, direct pay forms, and expenditure and budget transfers.
• Keep a Budget spreadsheet for Supplies/Services, Printing, Travel claims and Pro-Card expenses.

REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE - High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) -

• Regular and reliable attendance is required.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• 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 effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Thorough computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.

PREFERRED QUALIFICATIONS:

Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) 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.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Advertised: Jul 08 2024 Pacific Daylight Time
Applications close: Jul 22 2024 Pacific Daylight Time

Closing Date/Time: