Administrative Coordinator (Administrative Support Coordinator I)

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

Our work in the Kremen School of Education and Human Development emphasizes the commitment to preparing educators, counselors, and educational leaders who are inclusive of diversity and embrace a respect for differences. We want to reassure our students that our school will continue to be a place of inclusivity as we prepare educators and counselors to work towards social justice in our communities. We actively reject messages of bigotry, racism and misogyny and continue to advocate for linguistically and culturally diverse students.

As future educators, counselors, and educational leaders, our role becomes more critical. The Kremen School would like to reaffirm President Castro's statement of Fresno State's commitment to foster an inclusive climate where everyone and every voice matters. Not only do we strive towards our mission of preparing leaders in diverse communities, we also strive to make sure that our leaders in schools respect the children they serve.

Overview:

Under the general supervision of the Dean of the Kremen School of Education and Human Development and the Director of Development and the lead work direction of the Administrative Services Manager, the candidate will serve as the administrative support for the School's Development office, and the University's Development team. Work is often of a project nature, with a difficulty level of moderately complex to complex, and requires judgment and discretion to formulate sound solutions. Incumbents are expected to possess excellent organizational skills, knowledge of basic accounting and budgeting procedures and competence in the use and application of office technology software including word processing, database, electronic spreadsheets, desktop publishing, and web content maintenance software.

Position Summary:

    	
  • Provide administrative leadership for the daily operations including: responsible for development of methods and operations, evaluation of work procedures to ensure compliance with campus and system policy; develop, implement, and monitor workflow; and initiate, analyze and implement in support of internal operations
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  • Responsible for the full scope of Development Office special events and related activities, including but not limited to mass mailings, travel arrangements, scheduling and arranging meetings, events and luncheons
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  • Maintain, gather and analyze data in support of department activities, development projects, development special events, and a wide variety of scheduled and emergent administrative tasks as assigned by the Director
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  • Serve as the primary point of contact and resource within and outside the University for the Development office
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  • Create and maintain standard & electronic files and records including: development files which may include a variety of confidential information
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  • Screen calls and visitors using discretion to provide excellent customer service at the most appropriate level
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  • Responsible for the data entry and maintenance of donor database
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  • Provide clerical assistance, coordinate, and take minutes for meetings, as needed
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  • Provide logistical support in all aspects of fundraising and constituent relations
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  • Maintain and foster faculty/staff relations for development purposes
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  • Solve problems using analytical skills with autonomy
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  • Maintain consistency with established long term development goals and objectives
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  • Communicate directly with prospective donors in person, by email or phone
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  • Responsible for budgets, as requested, including financial record keeping and accounting practices
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  • Create flyers, brochures, programs, website, forms, and information materials for Development Office programs and events
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  • Responsible for maintaining the "Support Kremen" website ensuring information is current and useful to prospective and current donors
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  • Prepare and process purchase payment forms, printing services requests, as well as other financial forms as needed
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  • Prepare all travel forms for the Development Director, including making travel and other arrangements
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  • Direct, hire, train, coordinate, and evaluate student assistants and approve recorded time
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  • Compile documentation to be included in the annual reports to the provost
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  • Regularly participate in planning development activities to meet programmatic goals
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  • Assist with the coordination of the Kremen School annual convocation ceremony and other school events
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  • Perform other duties in support of the Kremen School of Education and Human Development

Secondary duties of the job include:

    	
  • Provide content for the Kremen School marketing/advertising and social media including, Facebook, Twitter, etc.
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  • Assist in documentation process for accreditation visits
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  • Retrieve data to run program reports and prepare documents as requested
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  • Order and maintain office supplies
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  • Attend training sessions to improve skills, as needed

Knowledge, Skills & Abilities:

    	
  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
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  • Thorough knowledge of English grammar, punctuation, and spelling
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  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, email, calendar)
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  • Working knowledge of budget policies and procedures

Ability to:

    	
  • Independently handle multiple work unit priorities and projects
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  • Apply independently a wide variety of policies and procedures where specific guidelines may not exist
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  • Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
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  • Draft and compose correspondence and standard reports
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  • Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature

Education and Experience:

    	
  • Graduate of a high school, technical/vocational program, or equivalent
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  • Three years of related office experience
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  • A history of regular attendance and positive performance evaluations

Specialized Skills:

    	
  • Possession of valid driver's license and ability to meet the requirements of Fresno State's "Safe Driving" policy

Ability to:

    	
  • Travel and attend various functions, meetings, and conferences as required (some weekends)

Preferred Skills:

    	
  • Possess a baccalaureate degree
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  • Experience with alumni/donor database and campus applications
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  • Advanced functional knowledge and demonstrated skill in using Microsoft Word and Excel
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  • Excellent interpersonal skills at all levels with the ability to work as part of a team and contribute to collegial environment
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  • Expertise in office systems and ability to use a broad range of technology systems and packages including MS Publisher, Adobe Acrobat, and Adobe Photoshop
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  • Possess reliability, punctuality, self-motivating, and leadership skills
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  • Knowledge of business accounting beyond basic arithmetic (i.e.: ratios, percentages, track financial data, and the ability to make simple projections)
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  • OmniUpdate or other web content maintenance system
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  • Desktop publishing packages with graphics capabilities

Ability to:

    	
  • Assess, formulate, and evaluate the impact of procedures and practices from a development perspective
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  • Establish and maintain effective working relationships within and outside the work group and serve as a liaison for the unit to other academic departments
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  • Work with donors and potential donors with enthusiasm and a "can-do" approach
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  • Learn and interpret a wide variety of complex operations and academic policies and procedures and support the mission of the department, school, and university
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  • Work effectively in a highly consultative and collaborative environment
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  • Troubleshoot office technology problems and systems
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  • Work in a fast-paced environment; promote teamwork and collegiality
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  • Adjust priorities and be responsive to short-notice requests
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  • Work with students, faculty, staff and the general public from diverse ethnic, cultural, and socioeconomic backgrounds

Filing Deadline:

August 15, 2017

Application Procedures:

Complete the required fields on the online application, a resume, and three professional references, including telephone numbers, are required. A cover letter that addresses your qualifications for the position is also required. Full consideration will not be given to applicants who fail to complete all application requirements.

Pursuant to Executive Order 1088, reasonable accommodation is to be provided upon request from an employee or applicant with disabilities, unless doing so would impose an undue hardship on the campus. What constitutes a reasonable accommodation is to be determined by the campus on a case-by-case basis after it has received the individual's request for accommodation and engaged in an interactive process. Employees or applicants requiring reasonable accommodation should contact Human Resources directly at (559) 278-2032.

How To Apply:

To apply for this or any open position at Fresno State visit our online employment site at: http://jobs.csufresno.edu/

Other Requirements:

Pursuant to the requirements of the Immigration Reform and Control Act of 1986, any offer of employment is contingent upon verification of individual's eligibility to be employed in the United States.

California State University, Fresno, in conjunction with the CSU policy, requires that the successful candidate complete a full background check (including a criminal records check) prior to assuming this position. Failure to satisfactorily complete or pass the background check may impact the job offer or continued employment of current CSU employees who apply for posted positions identified as sensitive.

California State University, Fresno annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by Fresno State, and on public property within, or immediately adjacent to or accessible from the campus. The report also includes institutional policies concerning campus security, alcohol/drug use, crime prevention, reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report by contacting the Campus Police Department or by accessing the following web site: http://www.fresnostate.edu/adminserv/police/clery/index.html

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. You can obtain a copy of this Executive order by accessing the following web site: http://www.calstate.edu/eo/EO-1083.html

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Other Applicant Information:

Applicants will receive confirmation of receipt of their application materials via automatic email reply. In addition, qualified applicants will receive email notification at the conclusion of the recruitment process.

It is the policy of the California State University to fill vacant positions represented by the California State University Employees' Union (CSUEU) with qualified applicants currently employed on the campus. Other applicants may be selected when it is necessary to meet the best interests of the campus by obtaining specialized skills and abilities not available from campus applicants.

Equal Employment Opportunity:

California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Order 883 prohibits discrimination and Executive Order 927 prohibits harassment, on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity, per HR 2004-12), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Retaliation against individuals for complaining about these proscribed conduct, opposing such conduct, or participating in an investigation or proceeding involving such conduct is prohibited by both executive orders.

Further, California State University, Fresno's statement of commitment to equal employment opportunity principles is also found in the various collective bargaining agreements.

General Information:

California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to offer high-quality educational opportunities to qualified students at the bachelor's and master's levels, and in certain applied disciplines, at the doctoral level. The current student enrollment is approximately 24,000, including a large percentage of students with diverse and culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and world. California State University, Fresno promotes student learning and community engagement through faculty scholarship and service learning opportunities in collaboration with community organizations, educational institutions, industry, business and government. The University was one of the first U.S. Colleges and Universities to be selected by The Carnegie Foundation for the Advancement of Teaching for its Community Engagement Classification.

Metropolitan Fresno, with a multi-ethnic population of over 600,000, is located in the heart of the San Joaquin Valley on the western edge of the Sierra Nevada Mountain Range. The campus is within driving distance of San Francisco, Los Angeles, Yosemite, Kings Canyon and Sequoia National Parks, the Monterey Peninsula, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce.



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