Administrative Coordinator (Administrative Support Coordinator I)
Note: This is a full-time (40 hours per week), probationary, non-exempt position
The Dean of Undergraduate Studies reports directly to the Provost and Vice President for Academic Affairs in working with faculty on academic planning and policy issues including: curriculum development, program review, changes to the general education program and undergraduate research. The dean sits on academic senate committees dealing with these issues as well as committees on student academic petitions and disqualifications.
Under the general supervision of the Dean of Undergraduate Studies, this individual will provide clerical support for the Undergraduate Studies Office. The successful individual will assist the Undergraduate Studies Analyst and will perform a variety of general clerical functions for the First Year Experience program, the Institutional Review Board for the University (Committee on the Protection of Human Subjects), Uni-track Program, Four-Year Scholars Program and several other projects as assigned. Coordinate various budget accounts.
- Serve as the first point of contact for a variety of campus individuals, including administration, faculty, staff, and students
- Maintain file records for tracking financial data and reconcile account balances for First Year Experience and Special Programs
- Provide information to students and community clients regarding First Year Experience, Uni-track, Special Programs, Four-Year Scholars Program and Human Subjects
- Prepare and process requisitions for state and foundation accounts for First Year Experience, and Special Programs Schedule and plan meetings for First Year Experience Program, arrange meetings, orientation, events and lunches
- Coordinate recruitments for new First Year Experience students
- Order supplies for First Year Program
- Develop flyers and create invitation letters; send both hardcopy and email invitations
- Create First Year Experience student applications
- Maintain electronic database of potential students
- Assist First Year Experience students with enrollment of classes &amp; trouble shoot enrollment issues
- Analyze First Year Experience students Math and/or English remediation requirements and take appropriate actions to drop or enroll students in the proper remedial courses
- Prepare memos to Faculty, Deans, and Department Chairs for faculty participation in the FYE program
- Assist with preparing faculty stipends and Transfer of Payroll
- Coordinate First Year Experience student orientation
- Prepare student packets for orientation (Agenda and global villager assignments)
- Group student enrollment by categories
- Assist the Registrar's Office with enrollment for new students
- Set-up Ropes Courses and create Facebook page for FYE students
- Coordinate Uni-track Program, including:
- Prepare course proposal form, memo to department Chairs, and approval or rejection letters.
- Track and monitor approval process with departments
- Serve as Administrative Support for the Institutional Review Board for the University Committee on the Protection Human Subjects:
- Maintain database files for protocols
- Track and monitor committee responses to protocols through Blackboard
- Track approval and revisions to all protocols
- Prepare memos to the original Principal Investigator, and Division of Research and Graduate Studies programs
- Prepare agendas, minutes, and coordinate logistics for meetings
- Maintain Human Subjects website
- Process Travel applications, travel claims, and monitor travel arrangements
- Process purchase requisitions, Direct Pay invoices, transfer operating and payroll expenditures and reimbursements, track departmental budgets via spreadsheets
- Track current and prior-year funding for budget analyses
- Prepare and run queries against PeopleSoft Financial and Datawarehouse databases
- Maintain up-to-date knowledge of campus policies, forms and procedures
- Prepare stateside and foundation transaction forms, e.g., Adjustment Budget Journals, Transfer of Expenses, Transfer of Payroll
Knowledge, Skills &amp; Abilities:
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
- Thorough knowledge of English grammar, punctuation, and spelling
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, email, calendar)
- Working knowledge of budget policies and procedures
- Independently handle multiple work unit priorities and projects
- Apply independently a wide variety of policies and procedures where specific guidelines may not exist
- Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
- Draft and compose correspondence and standard reports
- Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
Education and Experience:
- Completion of a high school, technical/vocational program, or equivalent
- Three years of progressively responsible clerical/secretarial experience with a wide variety of duties and responsibilities
- Excellent oral and written communication skills
- Familiarity in office automation with business applications
- Detailed knowledge of PeopleSoft Student Administration and Financials
- Detailed knowledge of Datawarehouse
- Initiative and Problem Solving skills
- Intermediate to advanced-level of proficiency in using office software - specifically Word, Excel, and records management
- Experience handling personnel transactions and documents
- Demonstrated competence in understanding, interpreting and communicating procedures, policies, information, and instructions both written and oral
- Work in an environment with frequent interruptions, shifting priorities, and critical deadlines
- Research and provide information regarding campus and Chancellor's Office policies
- Analyze and solve problems
- Maintain high level of confidentiality in handling student and faculty files
- Work effectively with faculty, students and staff from diverse ethnic, cultural and socio-economic backgrounds
August 16, 2017
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/
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.
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.