Job no: 507241
Department: University Advancement
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Position SummaryFull-time position available on or after January 17, 2022 for University Advancement.

Under the general supervision of the AVP for Advancement Operations, this position will oversee and coordinate the daily administrative support operations for the Division of University Advancement. The Administrative Support Coordinator is the principal support position overseeing the day-to-day operations of University Advancement. This position requires an individual capable to independently performing administrative, technological and clerical duties at a high level of responsibility within the context of a moderate to heavy workload, diverse university-wide responsibilities, multiple priorities, important deadlines, internal and external collaborations with highly-visible results. Responsibilities include coordinating ongoing functions and overseeing day-to-day operations, as well as coordinating special projects, providing direction, training and guidance to student personnel, serving as administrative support to multiple MPP positions, maintaining fiscal reporting related to University Advancement accounts and contracts. The position requires exceptional customer service as the first point of contact for all UA visitors. This position is handled by one person who is responsible for multiple workflows.

Job DutiesDuties include but are not limited to:

Participate in budget planning.

Take appropriate action on purchase orders.

Monitor monthly budget status reports and ensure that charge back billing is done in a timely fashion and the proper account is credited.

Recommend procedure changes to more efficiently accomplish assigned tasks.

Initiate and make independent decisions consistent with standard practices and established guidelines that ensure data integrity and reporting validity.

Independently review and audit financial documents for validity.

Compile, analyze and prepare monthly, quarterly and annual reconciliations.

Prepare P card reconciliation for multiple staff.

Serve as the point of contact for direct pay form receipt and submission for payment.

Make travel arrangements and manage claims for MPPs.

Manage payments for guest speakers including special consultant payments, honorariums and payroll.

Purchase and maintain office supplies and office machines.

Coordinate the annual equipment inventory and maintain the property control listings, including all the assigned numbers of tagged property.

Provide administrative support to multiple staff by handling their calendars and ensuring materials are prepared when necessary.

Compose, type, edit and process correspondence and reports on behalf of MPPs.

Set Zoom meetings for single and recurring meetings.

Coordinate scheduling conference rooms, provide logistical and planning assistance including preparation and set up of rooms, demonstrating operation of equipment to users, ensure rooms are well-maintained including climate control, coordinating parking for visitors and guests.

Serve as the technical expert for smart room equipment.

Maintain RSVP’s for various meetings and events.

Act as liaison to Facilities Services, Custodial Services and Public Safety.

Assist with maintenance of board management platform including distributing agendas and meeting materials.

Participate or oversee scanning of historical documents.

Develop and manage the scholarship database tracking system to assure accurate. reporting and confident communication with donors regarding scholarship awards.

Track and monitor scholarship accounts in conjunction with the Financial Aid Office and Auxiliary Business Services.

Assist in the recruitment, hiring and training of student assistants including preparing and posting job announcements.

Oversee assignments of student workers – training or directing them to resources for completion of assigned tasks.

Manage scheduling and timekeeping for student employees and intermittent workers such as photographers, writers, volunteers, etc.

Responsible to provide or designate full time coverage for visitor and phone services and mail distribution during business hours.

Bi-weekly staff meetings.

Maintenance of historical records.

Participate in procedural updates.

Assist with University Advancement events and activities.

Perform other duties as assigned.

Minimum QualificationsEducation: Completion of a high school program, technical/vocational program, or their equivalents.

Experience: Several years of related office work experience.

Preferred Qualifications

Five or more years of demonstrated experience using financial record-keeping, project management and administrative assistant skills.

Ability to interpret and apply policies, laws and regulations governing charitable giving.

Functional experience in data entry and database management.

Ability to provide general oversight of business operations.

Proficient use of all Microsoft office applications.

Ability to exercise good judgment and discretion with confidential and sensitive information.

Ability to maintain strong organizational and time management skills, affording the ability to work concurrently on multiple tasks.

Ability to work independently or in a team environment to accomplish goals within established deadlines.

Possess a valid driver’s license.

Some college education.

Some experience in a higher education setting.

Knowledge, Skills, Abilities

Experience to be fully functional in all technical aspects of work assignments.

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.

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 and track financial data

Ability to draft and compose correspondence and standard reports.

Ability to complete mail merges.

Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Special ConditionsCSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
https://calstate.policystat.com/policy/9779821/latest/Salary RangeAnticipated salary will be $3,276 – $3,767 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $3,276 - $5,148 per month)

Compensation & BenefitsCommensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits 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. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

How to ApplyTo be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.

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.

Application DeadlineOPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER JANUARY 4, 2022 (Applications received after the screening date will be considered at the discretion of the university.)

Criminal Background Clearance NoticeSatisfactory 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.

Additional InformationCampus & Area

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://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.

Equal Employment Opportunity

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. 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.

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: Voluntary Self-Identification of Disability PDF Form.

CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

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

Advertised: December 15, 2021 (9:00 AM) Pacific Standard Time
Applications close: Open until filled