Job Title: Administrative Support Coordinator II
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 13696
Job Code: 1035 Administrative Support Coordinator -12 Month
Job Grade: Coordinator II
Department: Academic Resources  
Salary

Salary range: $3,115-$5,475 per month (anticipated hiring range: $3,115 - $3,515 per month)

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

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Organizational Description

The Academic Resources office is under the Vice Provost for Academic Affairs. This office supports the clerical and administrative responsibilities for the school/college budget managers, administrators and department administrative assistants in resolving issues related to their Stateside or Foundation accounts.

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Overview

The incumbent works under the direction of the Senior Budget Analyst in ARO to support the mission of the unit and the University assuring that all office clerical and administrative responsibilities are executed and completed in a timely manner and assists school/college budget managers, administrators, and department administrative assistants in resolving issues related to their accounts. The incumbent assists in developing and using accounting/tracking systems to monitor expenditures, obligations, and available funding; reconciling stateside and non-state accounts; the preparation of reports, and the processing of budget related paperwork e.g. requisitions, direct pay/hospitality forms, Adjusting Budget Journals (ABJs), Transfer of Payroll Expenditures (TOPs), Transfer of Operating Revenues or Expenses (TOEs), and Foundation payment authorizations and journal entries.

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Position Summary

Perform administrative office functions and full range of secretarial support in assisting staff with planning, coordinating and executing projects, activities and eventsHelp create and maintain complex spreadsheets to track budget and fund administration for general fund, lottery, foundation, CERF, and various trust funds within Academic AffairsQuery and run reports using PeopleSoft financials and DatawarehouseReconcile balances and compile data as requestedProcess requisitions, direct pay/hospitality forms, Adjusting Budget Journals (ABJs), Transfer of Payroll Expenditures (TOPs), Transfer of Operating Revenues or Expenses (TOEs), and Foundation payment authorizations and journal entries as directed
• Convey chart fields to Accounting Services and/or the Office of Budget and Resource Planning for CPOs affecting Academic Affairs areas
Maintain up-to-date information and knowledge of campus policies, forms, and procedures and furnish schools, colleges, and departments with assistance regarding ARO policies and proceduresMay handle Instructionally Related Activities (IRA) including processing award and rejection letters, creating department and college spreadsheets, verifying expenditures are within IRA guidelines, looking up historical IRA chart fields in PeopleSoft and requesting creation of new ones, creating & posting expenses to respective project spreadsheets, answering questions, and resolving problemsMaintain and update the Academic Resources websiteAct as office receptionist answering and screening phone calls as well as greeting and screening office visitorsMaintain files and records for Academic ResourcesOpen, log in, and distribute mailOther duties as assigned

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Knowledge, Skills & Abilities

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
• Thorough mastery of English grammar, punctuation, and spelling
• Expertise in using office software packages, technology, and systems (Microsoft Office Suite, data bases, social media, email, calendar, etc.)
• Working knowledge of budget policies and procedures

Ability to:

• Interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• 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
• Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Use negotiation and persuasion skills to achieve results and expedite projects

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Education and Experience

• Completion of a high school program, technical/vocational program, or their equivalents
• Four years of related office work experience
• Demonstrated history of regular attendance and positive performance reviews

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Preferred Skills

• Bachelor’s Degree in Accounting or related field
• Experience reconciling state and foundation accounts.
Advanced proficiency with Datawarehouse and PeopleSoft financials queries and reportsIntermediate proficiency in Word and advanced proficiency in Excel
• Familiarity with basic accounting principles-debits, credits, encumbrances, etc.
• Knowledge and experience working with Instructionally Related Activities (IRA) process
• Demonstrated history of preparing ABJs, TOEs, TOPs, purchase requisitions, direct pay/hospitality forms, and other campus forms

Ability to:

• Interact effectively with administrators, faculty, staff, and students and handle highly sensitive interpersonal situations and confidential information
• Research and provide information regarding campus and Chancellor’s Office policies
• Work in an environment with frequent interruptions, shifting priorities, and critical deadlines
• Serve as a resource to students, staff and the community in responding to inquiries and providing detailed information concerning programs and events
• Establish and maintain cooperative working relationships and promote a positive, service oriented collegial work environment

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Filing Deadline

April 21, 2019

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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.

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How To Apply

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

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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 Revised July 21, 2017 as a condition of employment. You can obtain a copy of this Executive order by accessing the following web site: https://www.calstate.edu/eo/EO-1083-rev-7-21-17.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.

Fresno State is a tobacco-free, smoke-free and vapor-free campus.

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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.

Temporary positions filled through recruitment may be extended or converted to permanent status without a second recruitment depending on the availability of funding and the circumstances that created the vacancy. A permanent or probationary on-campus applicant selected to fill a temporary vacancy at a higher classification or skill level that expires within the stated timeframe may return to his or her previous classification, not necessarily in the same position, subject to the conditions of the appropriate bargaining agreement.

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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.

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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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