EOP Administrative Support Coordinator
Humboldt State University
(Job #16-114) Administrative Support Coordinator I, EOP Administrative Support Coordinator, $2,846- 4,619. Salary is commensurate with education and experience. Appointments are normally made at the beginning of the salary range. This is a full-time, benefited, 12-month position with a one-year probationary period in the Educational Opportunity Program.
Under general direction of the Director of the Educational Opportunity Program/Student Support Services Program (EOP/SSS), the incumbent coordinates all administrative and clerical functions related to the EOP/SSS program, a grant and state-funded program focused on increasing the access, academic excellence and retention of educational- ly and economically disadvantaged students. The incumbent ensures that program services are met by coordinating the total clerical operations; monitoring and documenting expenditure of state and federal funds; reports on the budgetary and time-on-task of EOP/SSS staff for SSS grant compliance purposes; assists with outreach, application, and admissions processing for student applicants to the EOP/SSS program. The incumbent tracks program expenditures and serves as the on-campus contact person for the EOP/SSS program budget, including state ac- counts SSS grant account, and Lottery and Trust funds. In all of the above, the incumbent works closely with the Learning Center, HSU Sponsored Programs Foundation, and other campus departments involved in outreach and retention of traditionally underrepresented students, as the need arises. The incumbent is responsible for processing budget records, reconciling multiple accounts and providing the Director with budgetary reports for all the accounts that fund the EOP/SSS program.
Serve as the on-campus point of contact for the Educational Opportunity Program/Student Support Services program budgets. Collect budget information from the campus PeopleSoft system and update the in-house budget system (shadow system) to track expenditures, track encumbrances, track projections, and reconcile the budgets for the EOP/SSS program's different accounts - State, Federal (SSS grant), Lottery and Trust.
Prepare monthly expenditure reports and update annual expenditure projections, as directed.
Stay apprised to changes in budget processes, apply and follow all State, Federal (SSS Grant), University, Divisional and Departmental policies and procedures.
Run PeopleSoft reports and queries and maintain consistent reconciling processes for our State accounts. Run the Sponsored Programs budget summary reports for reconciling processes for the Student Support Services Foundation account.
Assist professional staff in coordinating completion of required documents for student assistant employment and in monitoring expenditures related to mentoring, outreach, orientation, admissions, and tutorial services offered through the EOP/SSS program.
Assemble on-going documentation in support of required compliance reporting and monitoring for the SSS grant, and other funding sources as required.
Assist professional staff, as needed, with a range of clerical and administrative support functions
Inventory office supplies and process petty cash, purchase orders, work orders, moving requests, property survey requests, key requests, and other administrative tasks to meet program needs.
Provide back up support for our general reception area, including secondary coordination of front desk coverage and/or direct coverage for breaks, lunches, and leave periods.
In coordination with the EOP Admissions/Summer Bridge Coordinator, assist in the application processing,
completion, and admissions review of applicants for EOP/SSS admissions during peak admissions periods.
This includes downloading application and data reports; data entry and document tracking; correspondence and communications with EOP/SSS applicants; and assist with the EOP/SSS admission screening committee and processes. Assist in maintenance of the in-house admissions and outreach databases and EOP/SSS admissions letter generation processes.
Maintain confidential personnel files for EOP/SSS program.
Process all personnel and payroll related documents including staff and student assistants appointment forms, time vouchers, staff absence reports, master attendance forms. Prepare and route “Level of Effort” documentation for Foundation employees. Prepare checks for foundation payroll, expenses and special consultant employees
Provide lead work direction and training for full time receptionist (ASA I). Oversee hiring, training, scheduling and evaluation of student staff. Maintain training and program manual. Monitor the work assignments of receptionist and reception student staff, including adherence to office policies and procedures, and protection of confidential student and staff information.
In consultation with the EOP Admissions/Summer Bridge Coordinator, set and prioritize outreach tasks, timelines, and backfill for the EOP/SSS receptionist to perform outreach activities for newly admitted pro- gram students during peak admissions periods.
Maintain data collection for program services, student eligibility and program affiliations; oversee data entry in the university student information system and program data base.
MINIMUM QUALIFICATIONS: EDUCATION and EXPERIENCE: High school degree, technical/ vocational program, or their equivalents combined with several years of related office work experience.
KNOWLEDGE AND ABILITIES:
Ability to manage multiple tasks at one time and to set priorities to meet deadlines.
Ability to understand and work with budget data to maintain and update complex spreadsheets.
Thorough understanding of university policies and procedures including budget, personnel, and procurement.
Ability to communicate and guide staff in completing required forms, understanding university policies and following procedures related to standard budget and personnel tasks.
Ability to maintain confidentiality and interact appropriately in situations of a sensitive nature.
Thorough knowledge and familiarity with Microsoft office programs, including Excel & Access. Knowledge and familiarity with student information systems and reporting interfaces such as OBI or CMS data reporting query tools.
Ability to anticipate program and staff needs and to plan accordingly.
Ability to draft and compose correspondence and standard reports.
Experience in providing CSU admissions and basic financial aid information to high school and community college students.
Must be able to communicate effectively with a diverse population both verbally and in writing.
Knowledge and familiarity with TRIO program regulations, policies and program requirements
Thorough understanding of EOP/SSS, Sponsored Programs Foundation, and other HSU organizational structures and their functions, as necessary to complete work tasks.
Familiarity with the HSU budget system, rules and regulations. Familiarity with PeopleSoft and OBI or equivalent programs.
Knowledge of CSU admissions and transition services in higher education preferred.
Experience supporting low-income and first-generation college students during their matriculation to college is desired
Priority will be given to applicants who have overcome barriers similar to those confronting the program's target population of low-income, first-generation college students.
Fluency in written and verbal Spanish is desirable.
Prefer prior experience in coordinating or guiding the work of others.
APPLICATION PROCEDURE: Please note that applications must be submitted electronically! If assistance is needed, the Human Resources & Academic Personnel Services office (located in Siemens Hall room 212) has a computer station available and our front office team would be happy to assist you. Qualified applicants should submit electronically the following materials:
Letter of Interest;
HSU Employment Application http://www2.humboldt.edu/forms/node/107;
Resume or Curriculum Vitae;
Contact information for at least three professional references
Submission of the application materials should be sent as an email attachment to: firstname.lastname@example.org. Please include your last name and the job # (16-114) in the subject line of the email.
Application Deadline: This position is open until filled. The first review of applications will be Monday, February 6, 2017.
HSU 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.
Siemens Hall - Room 211
Arcata, CA 95521-8299
Fax: (707) 826-3625
It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education - or activities only part of which are qualifying- -will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus.
Evidence of required degree(s), certification(s), or license(s) will be required prior to the appointment date. The successful candidate for a position at HSU is required to be fingerprinted through the Humboldt State University Police Department or their local law enforcement agency. The results of the fingerprint process must be received by the university prior to the candidate’s appointment. The cost of the fingerprinting is borne by the university.
Humboldt State University 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 Humboldt State University can be found at http://www.humboldt.edu.
Humboldt State University 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.
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 as a condition of employment.