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Office of Student Life Office Coordinator (Administrative Support Coordinator I)

Employer
California State University at Dominguez Hills
Location
Dominguez Hills

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Job no: 516355
Work type: Staff
Location: Dominguez Hills
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Position Information

This is a full-time, permanent (probationary) position.

Conditions of Employment

The California State University (CSU) is committed to safeguarding the health and well-being of our students, faculty, staff, administrators, and the communities we serve, as well as maintaining higher education access and attainment for our students, as such, we embrace a comprehensive strategy designed to reduce the likelihood of transmission of the COVID-19 virus. The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption if eligible. Any candidate advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy. Questions about the COVID-19 Vaccination Policy may be sent to [email protected].

Satisfactory completion of a background check (including a criminal records check) 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 CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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.

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 as a condition of employment.

Application Deadline & Salary Information

The application deadline is: Monday, July 18, 2022

The salary range for this classification is: $3,276 - $5,148 monthly.

Major Duties

Under the general supervision of the Associate Director of the Office of Student Life, the Office Coordinator is the sole office administrative support for the Office of Student Life, providing administrative support for staff, student organizations, fraternity/sorority life, and student assistants. This position oversees front office, budget and requisition tracking, personnel, payroll, communication with vendors, supply orders, inventory maintenance, programming calendars, document and record-keeping, event management support, and marketing and communication. This position will support the Toro Link event submission process for Student Organizations and ensure the appropriate campus partners are included in all student-led event planning processes.

Qualifications

Required Education: obtained through a high school program, technical/vocational program, or their equivalents.

Required Experience: Several years of related office work experience

Knowledge, Skills and Abilities:

Knowledge :
• Knowledge of campus events best practices, procedures and policies
• Awareness of university budget processes and fund types
• Knowledge of student information systems (PeopleSoft)
• Knowledge of Microsoft products such as Word, Excel, Outlook, PowerPoint, Teams, SharePoint
• Working knowledge of Zoom Meetings
• Familiar with basic accounting principles
• Thorough knowledge and use of English grammar, punctuation, and spelling
• Knowledge of social media platforms and communication techniques to reach college students
• Administrative work, projects, and event management functions of this position require knowledge of university policies, procedures, and regulations.

Skills:
• Excellent written and oral communication skills
• Excellent active listening skills, problem solving skills, critical thinking skills and analytical skills
• Excellent awareness of interpersonal relationships.
• Skills in working collaboratively with auxiliary organizations and other campus departments
• Multiple work unit projects and priorities are handled with independent decisions on day-to-day operations

Abilities:
• Ability to complete work thoroughly, accurately, and timely in a fast-paced and dynamic environment
• Ability to recognize administrative problems, research and evaluate possible solutions, and suggest recommended action steps.
• Able to communicate with students, faculty, and staff using a friendly and customer service approach
• Ability to communicate regarding meeting important deadlines
• Carry out varied and complex administrative duties with minimal supervision and executes independent judgment in completing assigned tasks.

Preferred Qualifications: Bachelor's Degree
4-5 years of progressively responsible clerical work
Experience working with student information systems

Responsibilities

55% - Administrative and Office Support:
Serves as the sole clerical staff member for the department coordinating entire administrative support functions. Responsible for supporting administrative needs of the professional staff including payroll, reporting time, ordering supplies for office operations and program supplies, promotional items, awards for ceremonies, making travel arrangements, and scheduling staff and department meetings. Responsible for keeping department semester and annual calendar updated with staff out of office time, programs, activities, training, and workshops. Responsible front office operations including receiving incoming correspondence, mail, phone calls, emails, and messages from students, student organizations, and student organization advisors. Assists students or makes appropriate referrals when necessary. Supports the administrative functions of student organizations including, but not limited to: Completing eligibility checks for Presidents and Treasurers of recognized student organizations using the student information system -Responsible for the distribution and signing of compliance-based student organization recognition forms. Communicates regularly with IT Security to ensure compliance with security compliance. Supports the administrative functions of fraternity and sorority life including, but not limited to: Completing chapter grade reports and the overall community grade report each semester using student information systems -Completing eligibility checks for students interested in joining fraternities and sororities. Informs student organizations and campus departments on the requirements for posting on campus. Facilitates student organization advertisement approval process. Responsible for weekly report of student organization events and activities with the attendance tracking for each organization. This position will support the Toro Link event submission process for Student Organizations and ensure the appropriate campus partners are included in all student-led event planning processes, which included but are not limited to, timely communication and reservations. Responsible for student assistant training and timekeeping. Obtains necessary information from student assistants for completion of personnel and payroll paperwork.

20% - Fiscal Tracking:
Maintains fiscal recordkeeping for the department, responsible for keeping accurate and updated records of department expenditures from department accounts. Completes requisitions for vendors, contractual services, purchasing, accounts payable, travel, hospitality other budgetary matters. Communicates with vendors and other related offices regarding orders, shipments, work orders, and events. Works with on and off-campus vendors for large-scale and multi-department campus events.

10% - Event Management:
Reviews and approves student organization event submissions for general meetings and tables in accordance with student organization event submission policies. Contacts and schedules student organization event planning meetings with student organization leaders, student organization advisors, University Police Department, Parking and Transportation Services, event venues, Risk Management, and other necessary departments. Maintains all documentation and record-keeping of event planning meetings. Creates and distributes Release of Liability Waivers for student organizations as required. Responsible for facilitating the organization, reservation, facility needs, equipment needs, speaker confirmations, venue, vendors, catering orders, transportation, and student registrations of programs within the department and on large-scale and multi-department campus events.

10% - Marketing & Communication:
Responsible for printed materials needed for the department including posters, flyers, mail merges, name tags, mailing labels, etc. Coordinates the social media presence of the department by establishing a weekly marketing schedule for platforms like Instagram, and Facebook. Tik Tok, etc. Updates the department Toro Link page with relevant content resources, documents, templates, and photos

5% - Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills is an 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, or protected veteran status. For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free. Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property. Education Code 42356, CCR Title 5, Article 9

Advertised: 01 Jul 2022 Pacific Daylight Time
Applications close: 18 Jul 2022 Pacific Daylight Time

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