Administrative Support Coordinator (Administrative Support Coordinator II) - Residential Life

Job Description:

Administrative Support Coordinator (Administrative Support Coordinator II) - Residential Life

Description

Working Title

Administrative Support Coordinator

SF State University

San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Residential Life

Appointment Type

This is a one-year probationary position.

Time Base

Full-time

Work Schedule

Monday through Friday; 9:00 am to 6:00 pm

Anticipated Hiring Range

$4,289.00 to $4,507.00 Per Month ($51,468.00 to $54,084.00 Annually)

Salary is commensurate with experience.

Position Summary

Under the direct oversight of the Associate Dean of Students & Director of Residential Life, and lead by the Business Operations Specialist, the Administrative Support Coordinator (ASC) is a full-time position that assists with general administrative support functions for both the department and its leadership team. The ASC assists and supports the daily administration of the Department of Residential Life with specific emphasis on supporting the Associate Dean & Director, the Leadership Council, and the professional team members of upwards of 35 full-time employees across 6 distinct residential communities.

The position takes primary responsibility for several transactional processes including room reservations, personnel and payroll functions, and supporting the Associate Dean & Director. The position plays a supporting role or administrative back up to travel, procurement, and communications functions.

Position Information

General Administration Support

• Meetings & Room Reservations
  • Primary coordinator of room reservation process and bookings for events
  • Assist and support on major department events
  • Represent department needs during weekly meetings with larger conference and event colleagues
  • Maintain familiarity with room reservation policies and practices
• Travel & Procurement
  • Assist and Support in the travel needs of the department to include bookings, travel authorization, and travel reconciliation reports
  • Assist and support department purchasing by organizing and maintain purchasing card documentation for the department
  • Facilitate department purchasing via P-Card, Purchase Orders, CSUBuy, etc.
• Personnel & Payroll
  • Serve as the primary ETRAC creator on Student Assistant hiring
  • Serve as the secondary ETRAC creator on Professional hiring
  • Assist with administration of student hiring packets, Position Description, I-9 Forms, etc.
  • Maintain personnel records and ensure electronic and hard documents are scanned into employee e-files for both professional and student employees
• Communications
  • Assist in the response to incoming and outgoing department-level communications (email, voicemail, MS Teams, etc.)
  • Assist and support in the marketing team efforts as needed
  • Maintain and send out Department Rosters, Org Charts, mobile phone directory, listservs, and MS Team members
• General Department Administration
  • Communicate weekly with Residential Life professional staff via regular meetings, memoranda, email, and personal contact.
  • Attend department trainings, team development, evaluation, and professional recruitment activities.
  • Attend all major Housing and/or University events as assigned (Move-in/Closing, GatorFest, SAEM Town Hall Meetings, etc.)
  • Coordinate meeting agendas, note-taking, meeting support materials, etc.

Assistant to the Associate Dean & Director

• Manage calendar functions related to meetings and room reservations
• Coordinate travel as needed serving as proxy to the Associate Dean & Director’s travel
• Coordinate purchasing needs

Other Duties as Assigned

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.

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• 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.
• 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.

Preferred Qualifications

• A completed Bachelor’s degree
• 2 years of office work experience
• At least one year of experience in working with college-aged students.
• Solid computer skills including proficiency in the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint, etc.)
• Demonstrated ability to create an environment that is perceived as organized, responsive, and inclusive.

Environmental/Physical/Special

California Driver’s License | If incumbent is expected and approved to travel for business or operate a campus cart, a valid California driver’s license may be expected to be maintained. Defensive driving and cart certification will be required.

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 July 21, 2017 as a condition of employment.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hrwww@sfsu.edu.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Advertised: Jan 06 2025 Pacific Standard Time
Applications close:

Closing Date/Time: