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ADMINISTRATIVE SUPPORT COORDINATOR I

Employer
California State University, Stanislaus
Location
Turlock

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Job Details


POSITION: ADMINISTRATIVE SUPPORT COORDINATOR I					
JOB #18/62
Full time temporary, position available on or after February 25, 2019 and ending on or before June 30, 2019 in the Tutoring Center. Possibility of reappointment based on budget, department needs, and job performance.

ESSENTIAL DUTIES: Under the general supervision of the Tutoring Center Director, this position will provide the administrative support to the Tutoring Center. This position will provide continuity and stability to the office suite, oversight of daily operations, and exceptional customer service as first point of contact for departments with students, students' family members, faculty, and staff. Duties include but are not limited to:
• Provides receptionist services, including answering phones, greeting the public, scheduling appointments, and providing general information on Tutoring programs and services. Serves as a resource for department and the public on University policy and procedures. Maintains electronic databases for Tutoring students.
• Accesses and utilizes student information on campus PeopleSoft system which includes enrollment, transcripts, grades, and address information. Manages records in hardcopy file system for scheduled appointments, intakes, and evaluates files for shredding in collaboration with Director.
• Provides support as required that includes scheduling meetings, reserving meeting rooms, take minutes, prepare workshop presentation materials, manage websites, arrange catering services, and AV equipment. Maintains essential records, such as monthly department meeting calendar and exam calendars.
• Collects payroll vouchers, payroll records, and payroll warrant distribution for faculty, staff and student assistants. Reviews and verifies hours worked of student assistants for payroll processing. Prepares and processes special consultant agreements and pay. Develop and edit tutoring materials, miscellaneous letters and other documents as appropriate.
• Maintains confidential student and employee files, absence reports, and other records for the departments.
• Responsible for the maintenance and ordering of the department's supplies and equipment, especially computers and photocopier, in order to support faculty and programs.
• Assist director with departmental administrative operations and projects, using independent judgment to identify areas that may need updating and making suggestions as appropriate so that office runs in an efficient manner. Responsible for checking out equipment to students and ensuring proper return of items.
• Assist with hiring, provide training, certification and lead direction of student assistants to work as front office coverage, cart drivers, exam proctors and educational aids.
• Provide lead direction for student assistants that includes delegation of assignments, adherence to policies and procedures, timelines, confidentiality and setting work priorities.
• Responsible for generating and compiling information from several systems for monthly, end-of-semester and year-end reporting. Works closely with directors in analysis of program data and answering related questions. Compose office correspondence, reports, and other documents as necessary and when requested by directors.
• Provide support for Supplemental Instruction program and related projects, related outreach and events. This may include processing hours and pay, scheduling rooms, travel, email and phone communication with project coordinator, planning purchases, researching, providing necessary forms, establish and maintain office, including acquisition of necessary forms, supplies and other equipment. Maintain and organizes appropriate personnel contract facilitation; budget support, reconciling accounts and program projects.
• Responsible for providing general information on services and documentation requirements to students. Assists with the completion of forms and organizing materials.
• Assists Director with setting staff meetings, maintaining agenda items, taking and distributing minutes. Serves as a guide to other office workers if needed.
• Responsible for maintenance and preparation of program statistics and compiling data to be used in campus and system-wide reports.
• Prepare and process all travel requests and reimbursements, purchase requisitions, absence requests & other forms for the department.
• Assists director with budgets by tracking data, reviewing for accuracy or discrepancies in charges, reporting such events to the appropriate director, and noting and resolving errors or discrepancies. Maintain budget including ordering supplies, services, balancing financial reports, foundation reports, and payroll reports.
• Reconciles accounting reports with online PeopleSoft for general fund and Trust accounts.
• Develops and maintains website content, disseminates information via the Internet. Develop and create all publication materials for the Tutoring Center. Other duties or projects as assigned.

MINIMUM QUALIFICATIONS:
• Education: Completion of a high school program, technical/vocational program, or their equivalents
• Experience: Several years of related office work experience.

PREFERRED QUALIFICATIONS:
• Previous related administrative support experience in an academic setting preferred.
• Demonstrated experience with maintaining multiple electronic calendars is highly desirable.
• Previous experience in an environment requiring confidentiality is highly desirable.
• Experience dealing with a confidential filing system is desirable.
• Demonstrated experience in maintaining a website is desirable.
• PeopleSoft knowledge/experience a plus.

SPECIALIZED KNOWLEDGE, SKILLS, AND ABILITIES:
• Experience to be fully functional in all technical aspects of work assignments. Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to use and quickly learn new office support technology systems and software packages
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages. Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

SALARY RANGE: $2,846 - $4,998 per month plus excellent paid benefits. (Anticipated salary will be $2,846 - $3,131 per month, depending on the qualifications of the successful finalist.) The California State University offers a premium benefit package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

APPLICATION DEADLINE: FEBRUARY 20, 2019

APPLICATION PROCEDURE: Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees. To be considered, qualified candidates must submit a completed CSUS employment application (download electronic application at http://www.csustan.edu/hr/Employment_Opportunities/Staff/index.html), cover letter, and resumé to:
	
California State University, Stanislaus ∙ Human Resources Department
Mary Stuart Rogers Educational Services Gateway Building, Suite 320 (3rd Floor)
One University Circle ∙ Turlock, CA 95382

For questions, please contact: Ms. Erlynn Johnson (209) 664-3257

Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.

THE INDIVIDUALS WHO APPEAR TO BE THE BEST QUALIFIED FOR THIS POSITION WILL BE CONTACTED BY TELEPHONE FOR AN INTERVIEW

PURSUANT TO THEJEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CAMPUS CRIME STATISTICS ACT,THE ANNUAL SECURITY REPORT (ASR), IS NOW AVAILABLE FOR VIEWING ATHTTPS://WWW.CSUSTAN.EDU/ANNUAL-CAMPUS-SECURITY-REPORT. THE ASR CONTAINS THE CURRENT SECURITY AND SAFETY-RELATED POLICY STATEMENTS, EMERGENCY PREPAREDNESS AND EVACUATION INFORMATION, CRIME PREVENTION AND SEXUAL ASSAULT PREVENTION INFORMATION, AND DRUG AND ALCOHOL PREVENTION PROGRAMMING. THE ASR ALSO CONTAINS STATISTICS OF CLERY ACT CRIMES FOR STANISLAUS STATE FOR THE PREVIOUS THREE YEARS. A PAPER COPY OF THE ASR IS AVAILABLE UPON REQUEST BY CONTACTING THE OFFICE OF THE CLERY DIRECTOR LOCATED AT ONE UNIVERSITY CIRCLE, TURLOCK, CA 95382, OR BY CALLING 209-667-3572.

THE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE AGAINST PERSONS ON THE BASIS OF RACE, RELIGION, COLOR, ANCESTRY, AGE, DISABILITY, GENETIC INFORMATION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, MARITAL STATUS, MEDICAL CONDITION, NATIONAL ORIGIN, SEX, SEXUAL ORIENTATION, COVERED VETERAN STATUS, OR ANY OTHER PROTECTED STATUS. ALL QUALIFIED INDIVIDUALS ARE ENCOURAGED TO APPLY.CSU STANISLAUS HIRES ONLY INDIVIDUALS LAWFULLY AUTHORIZED TO WORK IN THE UNITED STATES. 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, REVISED 7/21/17, AS A CONDITION OF EMPLOYMENT.

INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE





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Organization

History

The California State Legislature established Stanislaus State College in 1957 as the 15th campus of the California State University (CSU) system. The first classes were conducted in September 1960 in buildings at the Stanislaus County Fairgrounds in Turlock, located in the state’s fertile Central Valley. The college moved 1.5 miles north in 1965 to its permanent 228-acre site following construction of its first major facilities. The picturesque current site of the University is graced by 35 modern buildings, and with more than 4,500 trees, representing 50 species, it is the region’s largest designated urban forest.

The initial classroom building housed facilities for art, music, drama and the sciences in addition to providing classrooms for lectures. The library, a companion project to the classroom building, was later named the Vasché Library in memory of the university's founding president, Dr. J. Burton Vasché. In 1985, the college was officially renamed California State University, Stanislaus by action of the State Legislature and the Board of Trustees of the California State University. A renovation of the Vasché Library is in the design stages. In addition, a student funded $52 million student center renovation project is underway, with the new facility scheduled to open in spring, 2020.

Our 10,003 students (8,521 FTEs) are served by 1,896 employees, including 645 faculty (252 tenure or tenure track), providing a student-to-faculty ratio of 22:1 and a tenure density of 60.4%. More than 80% of full-time faculty members hold doctorates or terminal degrees in their fields. The University’s primary service area is a 10,000-square-mile region that encompasses Stanislaus, San Joaquin, Merced, Mariposa, Tuolumne, and Calaveras Counties. Widely recognized for its quality academic programs, Stanislaus State is regionally accredited by the Western Association of Schools and Colleges and has earned 12 specialized accreditations, including the College of Business Administration, College of Education, Kinesiology and Social Work, and nursing, art, theater and music programs

Serving the San Joaquin Valley, the University is a critical educational resource for the six-county region of approximately 1.5 million people. The University offers a rich mix of 43 undergraduate majors and 23 graduate programs (15 master’s programs, seven post-graduate credentials and a doctorate in educational leadership).

Stanislaus State also operates an off-campus center at University Park in Stockton, 43 miles northwest of the main campus, with a current enrollment of almost 650 students.

In 2009, the Board of Trustees approved the new Campus Master Plan Revision and certified the Final Environmental Impact Report, which had not been reevaluated since 1968.  The new master plan envisions the future growth of the campus to serve 12,000 FTE students, while maintaining the quality and character of the campus environment.

Home of the Warriors, Stanislaus State fields 14 men’s and women’s athletic teams that compete at the NCAA Division II level. The Warriors have claimed 12 national championships in men’s golf and two in baseball, in addition to the 24 individual national titles won by Warrior athletes.

Over the years, Stanislaus State has developed into a major presence in the region and continues to play a prominent role in the economy of the Central Valley.

Stanislaus State has received many recent accolades, recognizing the University for its quality, affordability and access. For example, the U.S. Department of Education placed Stanislaus State on its 2016 list of institutions notable for advancing student outcomes, National Public Radio (2016) ranked Stanislaus State #5 in the nation for upward mobility of its students, Washington Monthly (2018) ranked Stanislaus State the #1 “Bang for Your Buck” four-year college in the West Region and Money Magazine (2018) ranked Stanislaus State in its national “Best Colleges for the Money” category for the 23rd consecutive year, moving the University into its top 50. In addition, the University has been selected as one of the country’s top 384 colleges by The Princeton Review for 13 consecutive years and U.S. News & World Reports ranked Stan State among the top 10 public universities in the Western region in 2018, in addition to being ranked #48 overall. Many national rankings have recognized Stanislaus State’s excellence for many years, including several publications that have ranked Stan State consistently high for more than a decade.

Company info
Website
Telephone
(209) 667-3122
Location
One University Circle
Turlock
CA
95382
US

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