Department Coordinator (Non-Exempt)

Location
Carson, California
Posted
Jun 19, 2017
Ref
Recruitment 3085
Institution Type
Four-Year Institution

Position Information  

This is a full-time, permanent (probationary) position.  

Salary Range and Max Salary   The application deadline is:  Monday, July 3, 2017.
The salary range for this classification is: $2,846 - $4,619 monthly.  

Conditions of Employment  

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.

Due to the nature of this position, the successful candidate is required to complete a background check prior to assuming this position.  

Campus Marketing Statement  

California State University, Dominguez Hills, was established in 1960 and is one of the 23 campuses that comprise The California State University system.  CSU Dominguez Hills is an urban, comprehensive public university that serves a culturally rich, diverse student body of over 12,500 students at the undergraduate and graduate levels.  Located on a 346-acre site in the South Bay portion of the greater Los Angeles metropolitan area, CSU Dominguez Hills has a highly pluralistic student body, which includes a significant number of non-traditional, working adult students as well as approximately 2,000 students enrolled in distance learning programs statewide.  The University, with its five Academic Colleges, has more than 300 full-time faculty members and is situated in an area characterized by an extraordinary heterogeneity of people, and an extensive array of high technology industries and professional services.  

Department Marketing Statement  

Department: Dean's Office, College of Natural and Behavioral Sciences

The College of Natural & Behavioral Sciences is an academic unit in Academic Affairs, housing degree programs.  This multi-million dollar organization employs full-time faculty, part-time faculty, clerical and technical staff.

The College of Natural & Behavioral Sciences have programs designed to provide students with intensive, progressive and balanced learning experiences in the various disciplines with several offerings; undergraduate programs, minor programs, and graduate programs.  

Major Duties  

Under the general supervision of the Associate Dean and the College Academic Resource Manager, this position is primarily responsible for providing full range of moderate to complex to general office, clerical and secretarial support to the Associate Dean and Academic Resource Manager for the College of Natural and Behavioral Sciences.  The full range of work activities includes processing mail, maintaining files and records, scheduling and arranging appointments, providing budget support, processing documents and records including payroll, gathering data, preparing standard reports, and interacting with and solving problems for the College of Natural and Behavioral Sciences departments.  

Qualifications  

Minimum Qualifications:
Required Education:  Completion of a high school program, technical / vocational program or its equivalent.

Preferred Education:  Bachelors Degree in Social Sciences, Liberal Arts or Education

Required Experience:  Several years of related office work experience.

Preferred Experience:  Three or more years of experience as a senior/executive administrative assistant to a Director or higher office; experience in a university/educational setting is preferred.  

Required Knowledge, Skills, and Abilities:
Knowledge:
- Knowledge and ability to perform continuous or repetitive hand/arm movements.
- Knowledge of standard office procedures; Exercise judgment and ability to independently handle multiple work unit priorities and projects; Act logically to implement policies of supervisor.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages. Ability to operate standard office equipment; typewriter, remote computer terminal, Local Area Network or other keyboard device; perform basic arithmetic calculations; and typing and keyboard skills; enter data or information into a terminal, PC or other keyboard device.
- Working knowledge of budget policies and procedures.
- Knowledge of proper business English, spelling and grammar.
- Office practices, procedures, and equipment operations

Abilities:
-  Ability to be effective in a multi-functional and task position.
-  Experience to be fully functional in all technical aspects of work assignments.
-  Ability to draft and compose correspondence and standard reports; Thorough knowledge of English grammar, punctuation, and spelling; clearly organized thought using proper sentence construction, punctuation, and grammar; perform difficult typing duties; format correspondence, reports, and written directives; compose correspondence from fragmentary instructions.
-  Ability to follow directions and communicate orally and in writing, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
-  Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. .
-  Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
- Working knowledge of grant proposal preparation, writing, and submission packets.
- Working knowledge of university academic processes involving students and faculty
- Working knowledge of faculty recruitment, evaluations (PTEs), and liaison with Faculty Affairs.
- Familiarity with PeopleSoft and email.   
- Working knowledge of software, including Microsoft Office, Word, Excel, and Internet browser.

Specialized Materials: The position activities may require the use of the following equipment, machinery, tools,vehicles or office equipment:
PC computer, Typewriter, copy machine, fax machine, and various other office equipment.  

Responsibilities  

35% - Financial Record Keeping:
Assist the Academic Resource Manager in coordinating, maintaining, and updating College budget spreadsheets; assists with required department, college, and university reports; coordinates, maintains, and updates a wide variety of supply and equipment needs; oversees receiving, maintenance, storages; enters requisitions and order supplies for the Dean¿s office. Creates and maintains College record keeping/ filing systems for a variety of subject matters such as university, colleges, departments reports, forms, and correspondence, budgets, purchase and work orders, student files, faculty files, etc.

20% - Secretarial and Support Duties:
Coordinates the activities of, and provides service to both College and associate department offices. Performs a wide variety of moderate to complex secretarial tasks; maintains confidentiality on all matters; provides general clerical support to the Chairs, Faculty, Students and others for the College programs, events, clubs, activities, processes, office tasks and functions. Schedules and coordinates appointment calendars; makes arrangements for meetings and ensures that proceedings are properly recorded; makes travel and other arrangements.

20% - Receptionist, Procedures, and Assistance Duties:
Acts as a receptionist, greeting visitors, answers and responds to general inquiries or directs visitors to the appropriate personnel; answers varied inquiries, over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently; talks with and assists faculty and students on a variety of questions, inquires, needs, and services in person or by telephone; provides necessary information, resources, and follows through. Provide back-up to other departments within the college as needed.

15% - Written Materials, Reports, and Distribution/Mailing Duties:
Composes, collects, calculates, organizes information, types, edits, copies, assembles, distributes memo, letters, notices, directives, bulletins, schedules, agendas and other materials; types documents from rough draft to final copy on a computer terminal or typewriter; compiles documents, copies/scans and distributes. Checks for completeness, clerical and mathematical accuracy, and processes for further action; collects, assembles, and distributes a variety of incoming and outgoing mail functions.

5% - Maintain student employee records and contracts; assist in the monthly processing of student pay vouchers.

5% - Other appropriate duties as assigned by the Deans Office Administrators and supervisor.  

How To Apply, please visit:  http://www4.csudh.edu/hr/job-opportunities/  

To apply for this posting (Non-CSUDH Employees):
Step 1: Select and read the qualifications for the position you are interested in
Step 2: Click 'Apply Now' at the bottom of the screen
Step 3: Login or Register (Create Username and Password)
Step 4: Select apply with or without resume
Step 5: Provide contact information and answer required questions
Step 6: Click 'Submit'  

Closing Statement  

California State University, Dominguez Hills, is an equal employment opportunity employer, and is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

California State University Dominguez Hills 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.   For more information or definition of these terms please visit, http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf  http://www.dol.gov/ofccp/regs/compliance/posters/pdf/Supplement_English.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771 or the Academic Affairs Personnel Services Office at (310) 243-3766.

Clery Act crime statistics for CSUDH are available at http://www.csudh.edu/dhpd/dhpd.htm, or by calling University Police at (310) 243-3639.

Upon appointment all candidates must furnish proof of eligibility to work in the U.S.