Office Coordinator

Job Description:

Office Coordinator

Description

Advising Center Office Coordinator

Advising Center
Job #539632
Close Date: Thursday, January 2, 2024

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 over 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 #539632) Administrative Support Coordinator II, Advising Center Office Coordinator, Hiring Range: $4,058 - $4,261. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Advising Center. 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:

The person in this position serves as the primary administrative support for four centers within academic programs that focus on retention, community and belonging and experiential learning: Retention through Academic Mentoring (RAMP), Place-based Learning Communities (PBLCs), Center for Community Based Learning (CCBL) and the Academic Advising Center (AAC). Under the supervision of the Director of Advising in close coordination with the directors of RAMP, PBLCs, and CCBL, this position will be responsible for office management, coordinating and supporting student staffing, student payroll, purchasing, and budget management.

Key Responsibilities:

Administrative Duties/ Office Management

Provide administrative support for the Retention through Academic Mentoring Program (RAMP), Place Based Learning Communities (PBLCs), Academic Advising Center (AAC) and the Center for Community Based Learning (CCBL). Coordinate with the Office of Academic Programs regarding Budgets and key purchases. Serve as the Centers’ office manager ensuring that forms, processes, tasks, requests, purchases are completed accurately and on time. Work with students, staff, faculty, and community members on the phone, via email, and in person with questions regarding the Centers. Successfully manage multiple priorities and projects simultaneously.

• Student staff onboarding and payroll, in coordination with administrative support teams for Academic Programs and the centers listed above, for approximately 200 students annually. Communicating with students to maintain records, submission of HR and payroll related forms and paperwork according to university policies and deadlines.
• Purchasing: Primarily using requisitions and payment requests; Coordinating with the Office of Academic Programs procurement card purchases and ITS on tech purchases, maintenance of Software subscriptions, memberships, and supplies.
• Work Requests: Manage office work requests through Facilities, Netops Key Advisor duties, key requests, IT HELP tickets, copier Western Business Products service requests, Peoplesoft Access Request forms.
• Word Processing: Update and produce minutes, publications, hand-outs, and office documents as needed, with speed and accuracy, including collaborating with multiple offices on the creation of materials.
• Administrative Forms: Appointment and separation documents, and recruitment forms. Adobe sign HR Sign-ups and payroll tracking and processing.
• Technology: Troubleshoot software and hardware as needed. Work with vendors, ITS, to purchase and implement software and hardware. Maintain inventory of department computers and student labs. Maintain spreadsheets for appointment data and run reports when needed. Host and maintain Drop-in Advising Zoom room.
• Provide directors and staff support as they work with the OAA Budget Analyst to project budget expenditures; set up, monitor and reconcile all budget transactions including encumbrances; manage and project Work Study/student assistant allocations and expenditures.
• Process all purchase requests and purchase orders for obtaining department supplies and equipment. Process and track invoicing. Create monthly, up-to-date budget reports for the various departments in coordination with their directors and under the direction of the OAA Budget Analyst to troubleshoot with Accounting as needed to make adjustments in OBI.
• Monitor Workloads: track faculty compensation for PBLCs; maintain spreadsheets of assigned time for OAA each semester and process faculty stipends.
• Course Entry: Enter PBLC transition course offerings in PeopleSoft (e.g. SCI 100, AHSS 180), Estimated 1 section per 48-72 first time students in the fall.
• Event Support: Provide workshop/event support for offices including event registration, set-up, day of admin support.

Work Lead direction of Student Staff

• Provide work lead direction for AAC Student staff, in coordination with other AAC administrative staff, and a key member of the AAC “Customer Service and Welcoming Committee” tasked with coordinating a welcoming, prompt and warm environment in the AAC Center for the 2000 students coming through the center each semester.
• Assist in interviewing, hiring, processing paperwork including background checks, and training of new student employees operating the front desk in the Academic and Career Advising Center.
• Assist in creating an agenda and conducting weekly training of students working the front desk in the advising center in partnership with AAC’s “Customer Service and Welcoming Committee.” Prioritize and delegate tasks and supervise workflow to completion of tasks. Provide positive feedback and additional assistance when needed.
• Provide front office support throughout the week at assigned times (varied to maintain a comprehensive view of the customer service being offered through the advising front office) to support student staff and address issues that arise with students, parents, staff or faculty as needed.
• Identify issues in intake and service related processes with the advising center’s front office to ensure quality student services in coordination with AAC’s “Customer Service and Welcoming Committee”

Other Duties as Assigned

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

As listed in Classification Standards:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents 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 operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze 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.
• Demonstrate a commitment to Justice, Equity, Diversity and Inclusion when working with students, staff and faculty from diverse backgrounds;

As Related to Major Responsibilities:

•Communicate and write effectively; Exercise strong interpersonal skills; Work under the pressure of multiple deadlines while managing multiple projects;

• Learn, interpret, apply, and explain a variety of complex policies and procedures;

• Maintain confidentiality and exercise discretion, diplomacy and good judgment;

• Work with accuracy and speed, independently as well as collaboratively, in a team-oriented environment;

• Analyze and evaluate information and problems, making judgments and initiating action as necessary;

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:

• Knowledge of and experience with the following software programs: Google calendaring and apps, Adobe Acrobat and Sign, Peoplesoft, Drupal, OBI, CFS, other web software, and Microsoft Office Suite.

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 Wednesday, January 1, 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. Mandated Reporting: This position may be 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 as a condition of employment.

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: 12/16/2024

Advertised: Dec 16 2024 Pacific Standard Time
Applications close:

Closing Date/Time: