Administrative Coordinator (Administrative Support Coordinator I)
Sonoma State University
November 16, 2017
Rohnert Park, California
Administrative Coordinator (Administrative Support Coordinator I)
Job ID: 104492 Location: Sonoma State University (Rohnert Park, CA) Full/Part Time: Full Time Regular/Temporary: Regular
Department Name School of Education
Salary and Benefits The salary range for this position is $2,846 to $4,711 a month. Starting salary placement depends on qualifications, experience and salary budget, and will not exceed $2,846 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.
Application Deadline First review of applications will be at 8 am on November 29, 2017. Applications received on or after the first review date may not be considered.
Conditions of Employment This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to and under general supervision of the Administrative Manager for the School of Education, with additional lead work direction by the Student Services Coordinator, the Administrative Coordinator will perform a variety of administrative and clerical duties to support the School's programs/projects. This support includes performing a wide variety of administrative tasks of a responsible and complex nature requiring an ability to grasp and communicate complex policies and procedures to students seeking a teaching career, successfully complete projects independently, with general direction, and the ability to demonstrate attention to detail, excel as a team member, and exercise good judgment. Responsibilities include preparing incoming applications for review and audit for admissions and statutory requirements; maintaining and updating student records database; receiving and addressing incoming calls and emails pertaining to the admissions process; discreetly handling communications of a sensitive and confidential nature; assisting with special events; assisting the Credentials Office receptionist as necessary; and completing special projects as assigned.
Major duties of the position include, but are not limited to, the following: 1. Organizes and performs a variety of moderately complex administrative and clerical duties in support of the School of Education, Student Services. 2. Prepares incoming applications for review and audit for admissions and statutory requirements. 3. Primarily responsible for application, admissions and statutory requirements data entry into student database. Maintains and updates student records on a regular basis. 4. Assists Student Services Coordinator with the development and scheduling of recruitment and pre-advising information sessions and preparation of materials, i.e., mass electronic communications. 5. Assists Student Services Coordinator with the scheduling of interviews and orientation sessions. 6. Receives incoming calls, as backup, for the School's front office and provides information or direction, exercising good judgment and diplomacy. Skillfully screens and directs calls to the appropriate department or individual and/or assists in handling the inquiries directly, regarding teaching as a career and degree programs with the School of Education. 7. Provides updates to candidates regarding deadlines and procedures for applying for admission to education programs, including prerequisites, applications and required supporting documents. 8. Monitors Student Services email account, responding to or directing inquiries to the appropriate person. 9. Assists Student Services Coordinator with the interview process during admissions periods. 10. Assists with data entry for CTC accreditation and assessment reporting. This includes working with program faculty on specific data entry for PACT student assessment information and results. 11. Assists staff in the planning, preparation and presentation of both on- and off-campus meetings and special events that include various campus representatives, off-campus guests and local school personnel, i.e., Jack London Awards Ceremony. 12. Maintains a cooperative working relationship with School staff, faculty, students and University representatives. 13. Quickly and accurately produces letters, memos, charts, graphs, standard office forms, and statistical tables using intermediate word processing and spreadsheet skills and computer programs as requested by School faculty or staff. 14. Student Placement Responsibilities - Coordinate and enter/update student field experience placement information in School of Education student database - Maintain direct communication with placement coordinators, faculty and department chairs concerning the status of students' field placements for all basic credential programs - Generate and distribute student placement status reports on a regular basis to program coordinators, faculty and staff 15. Student Teacher/Intern Contracts and Payment support - Act as the department liaison for management, contracts department, accounts payable, and school districts for student teaching and intern contracts and payments. - Assemble and mail student teaching and intern agreements to district superintendents and agency directors. - Generate reports for each program to determine mentor teachers to be paid each semester. - Process and track mentor teacher payments to district offices and non-public agencies. 16. Assists other staff members in their absence and during peak periods when requested by supervisor. 17. Assists in training of new office student assistants on office procedures and policies. 18. Assists in scheduling of the School Conference Room. 19. Assists and/or participates in School of Education events and University Commencement.
Performs other secondary duties as assigned.
Duties take place primarily in an office setting located at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular campus hours. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Overtime, weekend and evening work may be assigned on an exceptional basis, specified by the supervisor to meet operational needs. Must maintain regular and acceptable attendance of such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.
Qualifications Minimum educational requirements are a high school degree or technical/vocational program degree, and at least two years related, progressive office experience, or an equivalent combination of education and experience. Demonstrated skill/proficiency in the use of office machines and computers and related software, including those for spreadsheets, word processing and desktop publishing (MS Office) required. Proficiency in electronic scheduling program and working knowledge of FileMaker Pro and PeopleSoft preferred. Additionally, the following knowledge, skills, experience and abilities are required.
1. Ability to provide outstanding customer service and effectively communicate with all levels within the university amongst diverse populations. 2. Ability to learn, interpret and apply a variety of complex policies and procedures. Specifically, possessing a broad and extensive knowledge of or the ability to rapidly learn all the programs offered in the School of Education, includes the processes, procedures and requirements for admission, which are constantly changing. 3. Strong attention to detail to recognize and correct discrepancies between related documents and database, to detect and correct inappropriate or missing information for forms completion and computer entry. 4. Strong communication skills with demonstrated competence in effectively presenting standard and/or complex information in writing or verbally, and understanding and communicating procedures, policies, information, ideas and instructions. Good typing, editing, grammar, spelling and proofreading skills. 5. Ability to independently prioritize work, multi-task and successfully complete assignments independently and with direction. Ability to adapt to change and to effectively function in a professional, sometimes fast-paced environment. 6. Ability to demonstrate initiative, independence and good judgment. Ability to anticipate the needs and problems within the School/programs, researching and recommending possible solutions. 7. Ability to excel in a shared area where there is constant foot traffic and phone interruptions. 8. Ability to accept constructive feedback and work cooperatively in group situations. 9. Ability to meet deadlines and ability to remain enthusiastic, flexible and positive in the changing of job priorities and deadlines. 10. Possess good organizational skills with an ability to establish systems for maintaining paper and electronic files. 11. Ability to recognize and maintain security of confidential information/correspondence and to handle materials/issues with discretion. 12. Knowledge of or ability to learn and apply University and departmental policies and procedures as it relates to their day-to-day responsibilities. 13. Ability to give, receive and follow instructions and the ability to address knowledgeably and with sensitivity the concerns of faculty, staff, students and the public. Ability to handle difficult matters in a diplomatic manner. 14. Ability to enter data accurately, efficiently and with a high level of attention to detail.
Application Process Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters) 2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an 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, or protected veteran 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.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Sonoma State University's Jeanne Clery Act Annual Security Report is available at www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.
Contact Information Sonoma State University Human Resources Main (707) 664-3100 Fax (707) 664-3196 1801 East Cotati Avenue Rohnert Park, CA 94928 firstname.lastname@example.org
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Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apartment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.