Administrative Support Coordinator I

Job Description:

Administrative Support Coordinator I

Description

• • Position Summary
  • Full-time temporary position available on or after October 7, 2024 and ending on or before October 6, 2025 College of Arts, Humanities & Social Sciences (CAHSS). Possibility of reappointment based on budget, department needs, and job performance.
    
    Under general supervision of the Associate Dean for the College of Arts, Humanities and Social Sciences and lead direction of the College Analyst, the Administrative Support Coordinator I will provide support to programs throughout the college with primary focus on the Pre-Law program, Center for Legal Expungement, Advocacy and Research (CLEAR) and promotional community- oriented facets of the Agriculture program. Support for Pre-Law and CLEAR will focus on co-curricular activities and operations that broaden student learning, expand career pathways and provide legal assistance. The incumbent will serve the Agriculture program center by providing support for recruitment efforts, community outreach, fundraising activities, and events promoting the Agriculture program. Support to other programs include coordinating the MDIS/FA classes, assisting with small grants and lecturer onboarding lecturer hiring process.
    
    
  • Job Duties
  • Duties include but are not limited to:
    • Provide administrative support to the director of the Pre-Law program.
    • Handle program inquiries, direct them to the appropriate offices, and communicate program information to prospective students and parents.
    • Prepare required documents and manage logistics for Pre-Law program activities, events, visitations, field placements, and Moot Court competition activities.
    • Support outreach events, seminars, workshops, and symposiums by preparing materials, coordinating logistics, and assisting with guest speaker arrangements.
    • Prepare, compile, document and direct inquiries and information regarding Court Observer placements and site visits, law school visits, research practicums and grant proposal development supporting the Pre-Law program.
    • Maintain program mailing lists, databases, and law schools promotional/information materials, as well as information websites/bulletin boards; coordinate the production of periodic bulletins. Center for Legal Expungement, Advocacy and Research (CLEAR) Support.
    • Provide administrative support to the director of CLEAR.
    • Assist with recruitment efforts, timekeeping, monitor day-to-day work of student assistants.
    • Handle necessary paperwork and parking permits for guests and visitors.
    • Schedule client appointments and interviews.
    • Finalize the completion of client expungement packets prepared by students, the director, and affiliated attorneys by reviewing forms for errors, assembling all documents, obtaining required signatures.
    • Serve and file court documents, whether in person, via mail, or electronically, as prepared by the director and students.
    • Contact city and county offices to procure police reports requested by the director.
    • Contact city, county, and state offices to obtain records of court debt at the director's request.
    • Maintain and safeguard client files with strict confidentiality.
    • Foster strong relationships with relevant stakeholders, including the DA, Public Defenders Office, Police, and other legal aid providers in the Central Valley.
    • Provide recruitment, community outreach, fundraising, and event support to the director of Agriculture.
    • Organize the space and booth requirements for off-campus professional outreach events supporting the Agriculture program.
    • Prepare documents in support of promotional efforts serving the Agriculture Program’s fundraising activities, community engagement, and sponsored events.
    • Provide support for the Agriculture Industry Advisory Board’s monthly meetings, including arrangements, agenda and minutes. Responsible for follow-up on outreach/fundraising tasks. Academic Program related tasks will be supported by the department coordinator.
    • Provide administrative support for outreach events, including forms preparation, advertising, and hospitality coordination.
    • Provide administrative support for summer outreach activities in support of Agriculture program recruitment, special events and workshops.
    • Assist with grants, including budget tracking, reporting, and budget transaction paperwork.
    • Organize meetings and events related to grant projects.
    • Assist with grant-related hiring, including student assistants, speakers and faculty participants.
    • Oversee travel activities and expenses associated with grant projects.
    • Manage the contract entry process for lecturers, working with department chairs, college analyst and the associate dean.
    • Review and initiate contract changes as necessary based on course schedule updates.
    • Assist associate dean with the class review process schedule development for MDIS and FA courses; updating online schedule as needed.
    • Coordinate the hiring process for new and returning lecturers.
    • Review workload reports for accuracy.
    • Assist faculty with book orders and the evaluation process.
    • Coordinate class-specific activities, including field trips.
    • Serve as a backup to the Dean's Assistant when needed.
    • Provide assistance to departments during staffing transitions.
    • 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
  • • Related administrative support experience in an academic department.
    • Previous paralegal experience.
    • Proficient in English and Spanish.
  • 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.
  • Physical Requirements
  • The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Salary Range
  • Anticipated salary will be $$3,680 - $4,048 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $3,680 - $5,783 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 15 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
  • August 26, 2024
  • 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 CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • 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: Aug 12 2024 Pacific Daylight Time
Applications close: Aug 26 2024 Pacific Daylight Time

Closing Date/Time: