Administrative Support Coordinator II

Job description

Administrative Support Coordinator II

Humboldt State University

Closes: Tuesday, January 22, 2019

(Job #18-63) Administrative Support Coordinator II (ASC II), $2,855-$5,019/month. Appointments are typically made at the beginning of the salary range. This is a full-time, benefited, 11/12 pay plan position (work 11 months of the year with pay and benefits over 12 months) with a one-year probationary period in the Department of Chemistry and the Department of Physics and Astronomy.

Position Summary:
Under the lead direction of two department chairs, the Administrative Support Coordinator II (ASC) has responsibility for the total administrative support of two busy academic departments with over 200 undergraduate majors, 14 tenure line faculty, and approximately 15 lecturer faculty.

The ASC oversees the running of both department offices and the implementation of departmental records management system. Responsibilities include clerical and administrative support functions; organizing a busy office while retaining a genial atmosphere; explaining a variety of procedures and policies to students, the public, and other campus employees; managing information flow for the departments; maintaining confidential files; assisting with preparation of agenda items, providing background information, and preparing and distributing minutes of departmental meetings; assisting the chairs in preparing class schedules and monitoring faculty work- load reports; scheduling classes to minimize conflict; monitoring and reconciling faculty resource allocations and expenditures; monitoring faculty travel; monitoring and reconciling state trust accounts; serving as resource person for multiple department committees; monitoring and reconciling field trip budgets; scheduling trips; student out- reach; resource for student clubs; maintaining and ordering supplies for both departments; processing hiring and time vouchers for Instructional Student Assistants; and generating advisor lists for faculty & students.

Minimum Qualifications:
Completion of a high school program, technical/vocational program, or their equivalents combined with three years of related office work experience which has provided the applicant with the knowledge, skills, and abilities listed below.

Required Knowledge, Skills, and Ability:


  • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
  • Thorough mastery of English grammar, punctuation, and spelling
  • Working knowledge of budget policies and procedures

  • Expertise in using office software packages, technology, and systems, to include PC environments (Windows)
    and Microsoft Excel and Word software
  • Advanced organizational skills
  • Problem solving skills
  • Clear communication skills, both oral and written

    Ability to:
  • Interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
  • Work independently to achieve goals set by the university, the college, and the departments
  • Assume a leadership role in coordinating the administrative tasks required for two departments
  • Troubleshoot most office administration problems and respond to all inquiries and requests related to work
  • Understand problems from a broader perspective and anticipate the impact of office administration problems
    and solutions on other areas
  • Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
  • Perform business math, analyze budgetary data, and make accurate projections requiring some inference
  • Effectively write and present own reports
  • Use negotiation and persuasion skills to achieve results and expedite projects
  • Independently handle multiple work unit priorities and projects
  • Draft and compose correspondence and standard reports
  • Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
  • Analyze and evaluate information and problems, making judgments and initiating action as necessary
  • Communicate clearly and effectively
  • Establish and maintain effective working relationships with staff, students and faculty from diverse back-
  • Maintain confidentiality and exercise judgment and discretion appropriately
  • Recruit and train instructional student assistants
  • Manage and monitor budget accounts
  • Develop new procedures and practices as programs change, often on short notice
  • Work effectively with co-workers, members of the campus community, and the public
  • Effectively handle a broad range of interpersonal contacts including those which involve a higher level of formality and those sensitive in nature
  • Learn and use new and changing computer systems

    Preferred Qualifications:
  • One year of office management experience
  • Experience with personnel policies and procedures related to faculty and staff recruitment and the appointment, promotion, and evaluation process
  • Experience managing complex budgets
  • Familiarity with HSU programs, policies and procedures
  • Experience using PeopleSoft, class scheduling programs, Common Management System, OBI and other financial database tools, Gmail, and other calendaring tools

    Application Procedure:
    To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):

  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references
  • HSU Employment History Form (HSU Employment History Form:

    (NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).

    Application Deadline: The deadline to submit application materials is 11:59 p.m. on Tuesday, January 22, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to [email protected] that includes the job number (18-63) and applicant's last name in the subject line of the message.

    Equal Employment Opportunity Statement 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.

    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

    It is the responsibility of the applicant to provide complete and accurate employment information. Evidence of required degree(s), certifications(s), or licenses(s) will be required prior to the appointment date. 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, unless otherwise stated.

    A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily as a condition of employment with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

    Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employ-ment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.

    Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

    New faculty employees hired by the CSU for the first time who first become CalPERS members on or after July 1, 2017 are subject to a 10-year vesting period for retiree health and dental benefits. Staff employees covered under bargaining agreements 1, 2, 4, 5, 6, 7, 9, 10, C99, E99, M80 and M9 hired by the CSU for the first time who first become CalPERS members on or after July 1, 2018 are subject to a 10-year vesting period for retiree health and dental benefits

    If accommodations need to be made during the recruitment and interview process, please contact Human Resources at (707) 826-3626 or [email protected]

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    Job No:
    Posted: 12/17/2018
    Application Due: 1/23/2019
    Work Type: