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Administrative Support Coordinator II

Job no: 524916
Department: Coll of Arts, Hum, Soc Science
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Position Summary
Full-time position available on or after April 10, 2023 for Anthropology, Geography, & Environmental Resources Department.

Under the general direction of the Dean, College of Human & Social Sciences and the day-to-day direction of the Department Chair, this position provides administrative support for the Anthropology, Geography, & Environmental Resources Department. The Administrative Support Coordinator II is the principal support position overseeing and coordinating the day-to-day operations of a large, busy, and complex academic department including: 12 full-time faculty, 10+ part-time faculty members, 12 distinct academic programs, 6-20 academic field trips each year, 2 active centers, 5-7 events, courses offered in fall, winter, spring, summer, and UEE special session semesters. This position requires an individual capable of independently performing administrative and clerical duties at the highest level of quality within the context of a heavy workload, an extensive range of diverse university-wide responsibilities, multiple priorities, important deadlines, with highly-visible results.

Job Duties
Duties include but are not limited to:

Coordinate, collect, & create student files of all student records for the Department of Anthropology, Geography, & Environmental Resources, including: graduate students, majors/minors, & those with a concentration.

Create and provide digital and paper advising worksheets & post requirements.

Create bulletin boards to advertise the programs. Create digital & paper flyers to advertise.

Determine and assign appropriate academic advisor

Work with evaluators and the Academic Success Center interpreting & administering university policy, procedures admission, advising & registration.

Coordinate and schedule student appointments with faculty for academic advising. Secures & maintains files each day for academic advising appointments, releasing academic registration holds through the PeopleSoft system.

Develop and maintain computerized database to track student progress, advisor data, address, phone, GPA, & academic standing for general department evaluation and consideration for outstanding student awards and honor societies.

Participate in campus events to assist faculty advisors and welcome new students.

Assist faculty advisors and potential students during recruitment events

Communicate with staff at community colleges

Provide staff support for the student Honors Societies. Coordinate application process; create application forms, collection of student fees utilizing trust account, verify student eligibility GPA, initiate membership, distribution of certificates, ensure charter is current. Coordinates induction ceremony.

Maintain files of internship student agreements, MOU database, create/update evaluation forms.

Combine, sort and organize student internship rosters

Coordinate class scheduling process and input class schedules into the university's CMS/PeopleSoft system.

Coordinate and apply changes to schedule in communication with the chair, program directors, & Dean's Office.

Assist with the unplaced class list

Collaborate with other departments on scheduling cross-listed.

Notify faculty of course assignments.

Collaborate with other departments when classroom.

Work with chair & directors on course scheduling worksheets and summer and winter session

Support the mission of the Anthropology, Geography, & Environmental Resources programs and initiatives.

Establish office procedures/processes (in coordination with the Chair and director) and maintain timelines and notify faculty, staff, and students so that processes are complete.

Create a welcoming experience for all students, faculty, staff, and visitors.

Promptly answer inquires.

Coordinate and implement information related to the Anthropology, Geography, & Environmental Resources in Turlock and Stockton. Articulate to students, staff and faculty in person, by phone, e-mail, mail, websites, and social media.

Maintain the program and social media websites.

Communicate program information to prospective students

Compile letters, emails, and memos for the chair and directors.

Act as the procedural liaison with other departments

Attend, interpret and implement information from the CAHSS Administrative Support meetings, trainings, and Professional Development Training Sessions.

Communicate with students, staff and the public regarding inquiries at off-campus sites (e.g. Stockton/Turlock connected classrooms) and online courses..

Manage program details like catalog changes and course descriptions.

Maintain department membership status in professional organizations

Communicate and coordinate buying, delivery and storage; liaison suppliers, vendors, & contractors.

Provide support for affiliated institutes and centers, specialized classrooms, and labs

Communicate with community partners and donors

Communicate with international partners and visitors.

Provides administrative support for the on-going NAGPRA by thoroughly reviewing appropriate processes and communicating findings/policies with tact and professionalism.

Implement some departmental grant proposals such CAHSS Dean's Teaching Initiative.

Extract information print mail labels for survey purposes.

Coordinate the department's specialized classrooms, labs, and spaces

Schedules and maintains upstairs conference room, C-241.

Oversee travel request and claims through Concur or other university systems

Oversee international travel requests and claims

Administer field trip travel and claims

Research, evaluate, and arrange transportation lodging, permits, food, equipment, conference registration faculty and student travel.

Meet with student field trip attendees to ensure that field trip paperwork is correctly completed.

Maintain files of field trip paperwork

Research, evaluate, and purchase supplies and field and event equipment

Organize field trip inventory.

Perform work independently under general direction from Chair and Program Directors

Coordinate with student course fee system, IRA, and other funds.

Maintain field trip budgets

Coordinate with the CAHSS and the Provost for travel exceptions

Research campus and system policies to ensure travel and field trips are in compliance.

Coordinate with DRS to organize trips

Coordinate with risk management

Compile information the Clery Act Compliance Request.

Communicate and assist off-campus vendors and venues

Coordinate with speakers and visiting faculty.

Oversee the National Geographic Awareness Week

Work with multiple work unit projects and priorities to coordinate events.

Interact with high-level university personnel and outside officials

Advertise events

Coordinate with risk management

Coordinate with student course fee system, IRA, Dean's Office, etc.

Work with the Office of Communications & Public Affairs

Coordinate and delegate work to student assistants

Process all new-hire paperwork.

Assist with the on-boarding and welcoming new personnel

Facilitate the national faculty hiring process

Prepare requests for part-time faculty hires and maintain part-time contracts.

Maintain information on part-time faculty pool

Assist in the faculty RPT process.

Review census figures, FTEs, and workload reports

Prepare Workload Reports and Assigned Time forms

Full-accountability of work-flow and completion of work for assigned support staff and student assistants.

Prepare requests, hiring, training, assigning, and monitoring student assistant work.

Coordinate and prioritize administrative and clerical projects

Develop a calendar and coordinate the annual tasks that faculty must complete

Coordinate and disseminate Student Evaluation forms.

Monitor budget and ensure that purchases comply with university policies

Track department expenditures

Monitor/reconcile program budgets

Research and evaluate information requested by the chair and program director

Coordinate with CAHSS Budget Analyst and Financial Aid on work-study allocation.

Manage student payroll, scholarships, internal grants and purchasing for the department offices.

Direct contact with the Payroll office.

Maintain shadow-budget

Prepare purchase requisitions and encumbrances for

Responsible for expenditures and monthly reporting of the department Procurement Card, Travel Pro Card, KECK Grant Pro Card and Staples accounts.

Monitor and track faculty grants.

Responsible for surveying out equipment.

Coordinate and maintain equipment inventory.

Maintain annual reports, catalog copy, course revisions, syllabi, new course scheduling, scholarships, census reports, field trip paperwork, library archives, and incomplete grades.

Request, distribute, and maintain records for supplies and equipment

Provide administrative support for meetings.

Provide support for faculty in curriculum revision process.

Organize and track new course proposals and course modifications

Set timelines and manage department requirements and paperwork.

Electronically archive paper records

Assist in developing & implementing continuity plans.

Assist the directors of the centers housed

Maintain, schedule, and coordinate copy machines, telephones, etc.

Maintain inventory control of property.

Order books & desk copies

Assist with administering class in emergency faculty absence.
Perform other duties or projects as assigned.

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

Excellent interpersonal and communication skills (in-person and virtual).

Experience to be fully functional in all technical aspects of work assignments.

Excellent computer skills: Microsoft Office (Word, Excel, and Outlook) and Cloud-Based Solutions (Microsoft Teams, SharePoint, Forms, and OneDrive)

Excellent organizational skills.

Knowledge of university databases such as PeopleSoft and Data Warehouse.

Experience working with the Concur travel program and CHRS Recruiting.

Some college education preferred.

Some knowledge of Spanish preferred.

Knowledge, Skills, Abilities

Experience to be fully functional in all technical aspects of work assignments.

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.

Thorough mastery of English grammar, punctuation, and spelling.

Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.

Ability to independently handle multiple work unit priorities and projects.

Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines 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 operations and procedural problems and develop, recommend, and evaluate proposed solutions.

Working knowledge of budget policies and procedures.

Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or 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.

Special Conditions
CSU requires 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 should be prepared to comply with this requirement. The systemwide policy can be found at:
https://calstate.policystat.com/policy/9779821/latest/

Salary Range
Anticipated salary will be $3,681 - $4,049 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full ASC II range: $3,681 - $6,034 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 14 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 resume. 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
MARCH 21, 2023

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 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



To apply, visit https://careers.csustan.edu/st/en-us/job/524916/administrative-support-coordinator-ii







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About California State University, Stanislaus

California State University, Stanislaus serves a diverse student body of more than 10,000 at two locations in the Central Valley — a beautiful 228-acre campus in Turlock and the Stockton Campus. Widely recognized for its dedicated faculty and high-quality academic programs, the University offers a range of undergraduate and graduate programs, along with a doctorate in educational leadership. The University is a proud member of the 23-campus California State University system.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.

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