Academic Department Coordinator

Job Description:

Academic Department Coordinator

Description

Academic Department Coordinator

Native American Studies Department

Critical Race and Gender Sexuality Department
Job #543796
Close Date: Thursday, January 2, 2025

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543796) Administrative Support Coordinator II, Academic Department Coordinator, Salary Range: $4,058 - $6,653. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the department of Native American Studies and Critical Race and Gender Studies. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits .

Position Summary:

Under the work lead direction from the Department Chairs, the incumbent is responsible for the administrative support and coordination of the Native American Studies department and the Critical Race, Gender & Sexuality Studies department along with associated programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently and involves coordination with staff and student employees.

Key Responsibilities:

Department/Program Office and Administrative Support

• Responsible for the administrative and clerical operations of the departments and programs, to include overall responsibility for departmental office practices and procedures.
• Coordinate work priorities, schedules, and deadlines, including coordinating office student assistants, to ensure College, administrative, department, and instructional activities and requirements are completed in a timely manner.
• Develop, coordinate, implement, explain, evaluate, and revise policies as needed in conjunction with the Department Chairs to ensure compliance with department/program, College, and University goals and objectives.
• Provide support to office student assistants, including guidance and training.
• Provide office coverage as needed.
• Organizes and coordinates a variety of department/program and committee meetings as requested by the Department Chairs
• Attend department meetings and transcribe minutes.
• Serve as Key Advisor and arrange for phone, keys, computer, and nameplates for new, moving, and separating faculty, staff and students.
• Serve as a central source of information and referral for faculty, students, staff, and community members regarding department/program, College, and University programs, procedures, and policies; interpret, explain, and apply this information as required.
• Coordinate special events (workshops, visiting lecturer presentations, department or program retreats) and distribute information as directed by Department Chairs.
• Maintain files in accordance with University, College, and department file maintenance and disposal policies to meet all reporting requirements.
• May prepare presentations, documents, and other materials to meet academic and administrative goals.
• Maintain department and program websites, working with the Department Chairs, College, MarCom and ITS as appropriate.
• Support programs in program review processes and assessments and ongoing student recruitment efforts as requested and directed by the Department Chairs and Program Leads.
• Coordinate facility maintenance and repairs, submitting work requests as needed and preparing locking plans for department/program facilities.
• Coordinate and administer scholarship awards and funds.
• Performs other administrative and clerical duties as needed and assigned.

Budgets and Fiscal Records

• Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chairs and College Budget Analyst.
• Regularly track revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepare periodic analyses of expenditures, and provide reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.
• Manage and maintain records related to trust accounts, and scholarship or prize accounts.
• Prepare and process fiscal documents related to the operations of the departments and/or programs.
• Oversee collection and processing of payroll documents and track payroll expenses for student assistants, temporary help and pool positions, including verifying and tracking of state and federal work study for student assistants, to ensure departments stay within budget.
• Independently oversee and conduct expenditures for office supplies, office equipment maintenance, and other department expenses.
• Adhere to spending regulations of the various funding sources and comply with department policies, procedures, and deadlines relating to budget, procurement, and accounting.
• May provide guidance to the department chairs and/or program leaders regarding appropriate expenditure of funds.
• Perform other similar budget or fiscal activities as needed or assigned.

Personnel Administration Support

• Coordinate the hiring and work reporting processes for all faculty, student and staff including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements
• Coordinate with Academic Personnel Services (APS) to ensure appropriate documentation for faculty Reappointment, Tenure and Promotion (RTP), Range Elevation, and temporary faculty evaluation processes is collected and routed as necessary.
• Coordinate course evaluation process for the department as needed and in conjunction with the college office.
• Coordinate with Human Resources (HR) and APS as needed to initiate recruitments for all department faculty, staff, and student employees.
• Serve as a resource and provide guidance and support to the Department Chairs, department Personnel Committees, faculty and staff search committees, and other appropriate campus personnel through the stages of the recruitment process: pre-recruitment, recruitment, screening, interviews, reference checks, selection and offer of employment, and separation.
• Provide administrative support for search committees, which may include communicating with applicants, arranging phone and on-campus interviews, and assisting with other administrative processes.
• Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees.
• Coordinate new faculty and staff on-boarding, facilitating the completion of required tasks.
• Performs other similar administrative personnel support as needed or assigned

Class scheduling, curriculum, and enrollment support

• In cooperation with the department chairs, coordinates information to develop the class schedule each semester for the department by gathering and compiling information, identifying possible problem areas or conflicts, outlines options, coordinates with other departments across campus and recommends solutions keeping in mind the university scheduling policy.
• Builds the class schedule and lecturer contracts in PeopleSoft; proofs, corrects and reviews as necessary.
• Coordinates room, computer lab and large lecture requests, and schedules via current process
• Coordinates field trip processes for faculty by entering data into PeopleSoft, requesting and confirming vehicles and verifying student liability waivers.
• Confirms correctness of online schedule and makes any required changes due to errors, class additions, or class cancellations.
• In consultation with the Department Chairs, prepares the text of course descriptions for those not listed in the current catalog, as well as for courses to be listed in the concurrent enrollment bulletin.
• Monitors faculty workload reports and prepares assigned time reports.
• Maintains current knowledge of where to find and how to access documents and records related to curriculum and curriculum changes.
• Maintains current knowledge of where to find and how to interpret applicable processes for student needs across the campus, including where to send students for crisis intervention, advising, financial assistance, mentoring, and other departments as needed.
• Serves as department/program point of contact for registration, course permission numbers, and add/drop process for courses requiring department/program approval.
• Performs other similar class scheduling, curriculum, and enrollment duties as needed or assigned.

Other Duties as Assigned

Knowledge, Skills, and Abilities Associated with this Position Include:

• Mastery of English grammar, punctuation, and spelling.
• Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required to perform job duties effectively.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Ability to be proficient in performing multiple work assignments and projects independently.
• Ability to understand, interpret, apply and communicate policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to independently plan, organize, and coordinate day-to-day and long-range activities.
• Ability to clearly communicate orally and in writing with a diverse population and effectively compose correspondence and present reports.
• Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to troubleshoot most office administration problems and respond to inquiries and requests related to work area.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and interpersonal skills to solve problems, achieve objectives, and expedite projects.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to process sensitive information in a responsible and professional manner.

Minimum Qualifications:

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

Possession of a Bachelor’s degree (or equivalent) from an accredited college or university and experience equivalent to three years of progressively responsible administrative and clerical support that includes experience in an academic office and/or educational setting with a diverse student population, and demonstrated customer service.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Thursday, January 2, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu .

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: 12/12/2024

Advertised: Dec 12 2024 Pacific Standard Time
Applications close: Jan 02 2025 Pacific Standard Time

Closing Date/Time: