Administrative Support Coordinator I

Location
Fresno
Posted
Jul 09, 2018
Institution Type
Four-Year Institution

Job Title: Administrative Support Coordinator I
Job ID: 13547
Full/ Part Time: Full Time
Job Code: 1035
Department: Division of Research and Graduate Studies, Graduate Studies Office
To view full job description including minimum qualifications: https://wsx.fresnostate.edu/x/?k=hrjov1&v=13547
Apply directly online: https://my.fresnostate.edu/hrs/?k=CE&=ESalary:

Salary Range: $2,846 - $4,852 per month
Anticipated Hiring Range: $2,846 - $3,130 per month

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

Overview:

Under the general supervision of the Research and Graduate Studies Dean and the lead work direction of the Administrative Analyst, the incumbent is responsible for providing administrative coordination of graduate and undergraduate program reviews. Assignments and projects are varied and complex with long work cycles. Administrative support projects involve performing, coordinating, prioritizing, and/or monitoring through their completion. Interpersonal contacts are varied and often at the higher level and tend to involve a broad range of problem solving activities. The Administrative Support Coordinator I is expected to use general office equipment and office support technology and systems, including word processing, spreadsheets, and use online system to enter data and generate reports.

Position Summary:

The major duties of the job include:

	
  • Responsible for coordinating and planning all administrative logistics of the program review process with the Undergraduate and Graduate Deans/Program Review Officers
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  • Coordinate with Dean(s) to determine which programs are scheduled for program review, national accreditation or outcome assessments during the academic year based on the University's Academic Master Plan
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  • Prepare and/or update power point presentation and materials to be distributed at the Program Review Orientation
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  • Coordinate date(s) and schedule on-site visits with off-campus and on-campus panel members along with all other administrators and faculty involved with the program review
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  • Make hotel reservations, travel, and parking arrangements for off-campus reviewers
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  • Prepare and process Direct Pay and Hospitality Approval Forms, Special Consultant Vouchers, Special Consultant Agreements, I-9 Forms, and Employee Action Requests for off-campus reviewers and suppliers
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  • Monitor the progress of the program review report for timely submission from the review team members as well as the Deans' and Department Chairs' responses to the review team report
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  • Schedule action plan meetings in consultation with the Provost's Office
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  • Maintain the program review website and a detailed electronic program review calendar
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  • Manage program review budget including reconciling accounts, produce accurate reports and projections for future fiscal needs
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  • Responsible for reviewing program review procedures and making recommendations for change when needed
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  • Coordinate with the Office of the Dean of Undergraduate Studies on preparing and updating the University's Academic Master Plan
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  • Update both the University Graduate Committee and the Undergraduate Academic Program Review Subcommittee of upcoming program reviews and monitor the progress of their recommendation
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  • Maintain program review records, forms, and general filing
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  • Serve as administrative support for theUniversity Committee for the Protection of Human Subjects:	
      		
    • Maintain database files for protocols
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    • Track and monitor committee responses to protocols through Google Drive
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    • Track approval and revisions to all protocols
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    • Prepare memos to the original Principal Investigator, and Division of Research and Graduate Studies programs
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    • Prepare agendas, minutes, and coordinate logistics for meetings
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    • Maintain Human Subjects website
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  • Interact effectively with others at all levels, including the division and university
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  • Assist Research and Graduate Studies Dean to complete projects in a timely manner
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  • Independently compose correspondence and standard reports, and also assist Research and Graduate Studies Dean with correspondence and reports as necessary
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  • Work independently, but also as a team leader and member to enable the department function smoothly and efficiently
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  • Using good judgment and discretion, independently interpret and apply complex policies and procedures with or without specific guidelines, using a detailed knowledge of university infrastructure when needed
  • The secondary duties of the job include:

    	
  • Coordinate calendar/commitments for the Research and Graduate Studies Dean in the absence of the Administrative Analyst
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  • Provide backup administrative support to the Graduate Curriculum Subcommittee (CGS) and assist with graduate curriculum processes
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  • Assist with special projects and events
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  • Perform other duties in support of the Division of Research and Graduate Studies
  • Knowledge, Skills & Abilities:

    	
  • Thorough, detailed knowledge of university infrastructure, policies, and procedures
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  • Excellent written and oral communication skills, including a sound foundation in English grammar, spelling and punctuation
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  • Excellent customer service skills
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  • A strong understanding of standard office procedures and the ability to operate standard office equipment
  • Demonstrated Ability to:

    	
  • Draft and compose correspondence and standard letters
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  • Use and quickly learn new technology systems
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  • Handle multiple projects and meet deadlines in a timely manner
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  • Trackdata, make simpleprojections and effectively write reports
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  • Work in a team environment
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  • Present clear and concise information both orally and in the written form
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  • Work effectively with people from a global community
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  • Set own priorities and complete tasks with minimal or no supervision
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  • Use advanced skills in office automation software including word processing, electronic spreadsheets, database, web access, e-mail software, electronic calendars, and power point presentations
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  • Interpretand communicate procedures, policies, information, ideas, and instructions
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  • Apply independent judgment, discretion, critical thinking skills, and initiative to address problems proactively and develop practical, thorough and, a times, creative solutions
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  • Perform arithmetic functions of a transactional nature, including tracking and comparing data
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  • Work with frequent interruptions and under pressure of deadlines
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  • Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
  • A history of regular attendance and positive performance evaluations

    Education and Experience:

    	
  • High school program, technical/vocational program, or their equivalents
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  • Three years of progressively responsible clerical experience with a wide variety of duties and responsibilities
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  • Proficient in computer software, especially in Word and Excel
  • Specialized Skills:

    	
  • Comprehensive knowledge of PeopleSoft forms portfolio
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  • Knowledge of program review policies, procedures, and guidelines
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  • Experience with 25Live Calendar and other web based calendar system
  • Preferred Skills:

    	
  • Bachelor's degree
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  • Experience with Google Mailor other web based emailsystem
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  • Experience with PeopleSoft or other data management system


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