Administrative Coordinator (Administrative Support Coordinator II), 80% Timebase
Sonoma State University
May 23, 2018
Rohnert Park, California
Administrative Coordinator (Administrative Support Coordinator II), 80% Timebase Sonoma State University
Job ID: 104563
Salary and Benefits The anticipated salary range for this position depends on qualifications, experience and salary budget, and will not exceed $2,492 a month at a 80% time base.
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 This position is open until filled.
Conditions of Employment This is a part 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 the Administrative Manager, with additional lead work direction from the Department Chairs for the following three departments: Curriculum Studies and Secondary Education (CSSE), Educational Leadership and Special Education (ELSE) and Literacy Studies and Elementary Education (LSEE), the Administrative Coordinator will provide administrative support for the instructional and program needs of these departments. Working independently and in compliance with University and School policy and procedures, the Administrative Coordinator performs a variety of administrative and technical duties and serves as the central resource person to students, faculty, staff and community members.
Major duties of the position include, but are not limited to, the following:
Administrative Support for Department Chairs: 1. Monitor various procedural deadlines and keep Chairs appraised of same. 2. Determine organization and support needs for each department, e.g., coordinating and maintaining department calendars, scheduling meeting rooms, generating and tracking communications regarding departmental matters, etc. 3. Maintain department budgets, tracking and reconciling operating budget expenditures. Working with Administrative Manager, assist in providing budget projections and participate in financial planning with the Department Chairs. 4. Review, coordinate and implement all changes to Department websites. 5. Prepare and/or oversee the preparation and distribution of reports, correspondence and announcements.
Administrative Support for Departments: 1. Respond to phone, e-mail and in-person inquiries from students, faculty and general public; includes researching basic student inquires and class scheduling questions, catalog information, petition processes and other questions as appropriate. 2. Act as primary resource for department, School and University policies and procedures and effectively communicate those to the department faculty. Maintain historical data pertinent to departmental policy and procedures, e.g., Chair Reference Manuals, Department/Program Student Handbook, etc. 3. Schedule, coordinate and execute arrangements for a variety of Department events and meetings, e.g., new student interviews; new student orientations; supervisors meetings; community advisory meetings, etc. 4. Provide general assistance to department faculty, including preparation of forms (key requests, change of grade, field trip forms), new faculty support/orientation, photocopying, etc. 5. Purchase supplies and materials upon request. 6. Process various types of payments using department operating funds, process credit card reports, prepare and process ereqs, travel claims and invoices. 7. Maintain Department equipment, e.g., charge and update iPADs. 8. Serve as staff support for all tenure track and temp pool faculty searches. Assist search committee chairs as needed and act as point person for all candidates' travel arrangements. 9. Support the Reappointment, Tenure and Promotion (RTP) process for all tenure track faculty, including the monitoring of RTP deadlines, check-out RTP documents, etc. 10. Coordinate the SETE process for all three departments. In consultation with Department Chairs, report to Institutional Research course information as requested. 11. Provide administrative support to the Director of Graduate Studies. 12. Provide Summer Reading Academy administrative support, including student registration and fee payment tracking. 13. Duties also include record-keeping; updating and maintaining forms and handouts for department use; generating departmental mailings.
School Level Administrative Support 1. Assist with the coordination and coverage of School events, e.g., Educator Job Fair, Annual Awards Ceremony, Better Together & Teacher Summit, etc. 2. Initiate appropriate communications utilizing social media (Facebook, Twitter, blogs) for teacher candidate job postings, event notifications, School information/news, etc. 3. Assist Dean's Assistant with production of promotional and marketing materials, i.e., program and event flyers, brochures, social media information distribution, etc.
Performs other secondary duties as assigned.
Duties take place mostly 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. Your specific start time is determined by your Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator.
Qualifications Minimum educational requirements are a high school degree or technical/vocational program degree, and two to three years related, progressive office experience. Previous experience in an education-related academic office preferred. The successful candidate must have a thorough knowledge of office systems and the ability to use a broad range of technology including a strong working knowledge of and advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel), google docs, and social media (Facebook, Twitter, etc.). Experience as well as skills in website development and/or maintenance, desktop publishing and PeopleSoft is desired. Must be willing and able to learn technical software as needed.
Candidate must learn to interpret independently, apply, and explain a variety of policies and procedures; and use judgment and discretion to act when precedents do not exist; must have the ability to work effectively both independently and as a part of a collaborative team; must understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; must have the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; be able to solve problems using reasoning and judgment to develop practical, thorough and creative solutions. The successful candidate must be flexible, organized, and able to set priorities and meet deadlines and have the ability to prioritize and perform multiple tasks, must be extremely detail-oriented, possess strong organizational skills and use effective workload management skills. Candidate must demonstrate excellent interpersonal skills and outstanding customer service. The candidate must be able to maintain confidentiality and discretion and handle interpersonal interactions at all levels including highly sensitive situations. Strong written and oral communication skills, including thorough mastery of English grammar, punctuation, and spelling are required.
Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.
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)
In your cover letter, please address how your experience illustrates your level of customer service, interpersonal and technical skills as it applies to this position.
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.
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.