Administrative Coordinator for the Vice… at San Jose… · Jersey

Division of Student Affairs and Enrollment Management

Administrative Support Coordinator I

RESPONSIBILITIES & DUTIES:

Provides administrative support to the VPSAEM Office, Budget & Staff Resources, and the Student Marketing Center (SMC), including procurement card reconciliations and processing, check requests, travel arrangements and reimbursements, resolving form errors, signature routing, and submitting completed documents by established deadlines. Assists students, staff, faculty, and guests regarding general California State University Channel Islands (CSUCI) and DSAEM information. Responds to escalated concerns of students, parents, staff, and faculty by sensitively providing resource referrals and ensures that detailed communication is provided to the appropriate administrator promptly.

Oversees VPSAEM Office student employees and assists with their recruitment, training, and selection to support knowledgeable, customer-service driven, and timely completion of projects professionally. Assists with the review and evaluation of work standards of student assistants, provides performance feedback, and acts as mentor to student assistants. Prepares student employee requisitions and end-of-term separations. Compiles and maintains a comprehensive DSAEM student assistant list and is responsible for supporting timekeeping for student, professional, and intern staff ensuring timely and accurate reporting into online time/absence reporting programs. Researches student employee-related personnel and payroll concerns and implements solutions as requested. Provides bi-annual training to student employee groups regarding timekeeping process. Assists with preparing reports, questionnaires, and complex documents including assessment reports.

Coordinates and oversees office services and duties such as maintaining data, answering phones, filing/electronic filing, and updating documents. Serves as office Interview Coordinator and assists with proposed onboarding schedules for professional staff and facilitates the onboarding process for new employees per DSAEM and CSUCI guidelines. Provides administrative and logistical support for initiatives on behalf of the VPSAEM Office including but not limited to monthly staff meetings, Celebration of Excellence, Late Night Breakfast, and Student Assistant Celebrations. Coordinates DSAEM check-out processes (e.g., powered carts and technology, etc.) and provides administrative support for the student fee committees (e.g., scheduling meetings, taking minutes, and updating websites). Assists with facilitating the on-boarding process for new staff in the VPSAEM Office.

Assists with providing frequent and timely communication with VPSAEM Office staff regarding scheduling issues, office closures, supply orders, and staff-related events and activities to ensure adequate notice and minimize delays in service. Builds and maintains positive working relationships with students, administrators, faculty, and staff within the University.

Performs additional related duties as assigned.

REQUIRED QUALIFICATIONS:

Requires full functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Expected to have thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Other Knowledge/Skills: Working knowledge of the practices, procedures, and activities within the Division of Student Affairs & Enrollment Management (DSAEM) or the demonstrated ability to learn and understand a full range of the principles, practices, and procedures within DSAEM is required. A thorough knowledge of office systems and experience with modern office technology is required such as Microsoft Office Suite with proficiency in Word, Excel, Outlook, PowerPoint, and other related software programs, as well as experience with database information retrieval, reporting, and data maintenance. Must be able to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.

PREFERRED QUALIFICATIONS:

Education: Bachelor’s degree in business, communication, sociology, or related field preferred.

Experience: Two years of professional experience working in a business office providing skilled clerical, office, or administrative support is required. Preferred professional work experience in student affairs, a university setting, supporting higher education administration, public relations, or law, as well as broad general experience in such areas as education, budgeting and finance, management information systems, customer service, and human resources management.

Other Knowledge/Skills: Ability to have a positive, customer service-oriented, and professional disposition and be able to assist a diverse population which may include distressed and/or difficult customers. Ability to communicate effectively with a diverse population of students, faculty, staff, and community. Possess excellent verbal and written communication skills and a thorough knowledge of English grammar, punctuation, and spelling. Ability to be adept in diplomatic and resourceful problem-solving. Proven ability to manage multiple complex projects and assignments in a consultative, efficient, and effective manner. Strong interpersonal skills and the ability to motivate others without line authority. Ability to work effectively in a highly consultative and diverse environment. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner. Ability to be organized and follow directions with minimal to moderate supervision and manage multiple tasks with regular interruptions. Be adaptable regarding emerging priorities and needs. Maintain the confidentiality of student information. Ability to work independently and as part of a team and be able to take initiative in performance of a variety of tasks.

Must be available to work 8:00 a.m. to 5:00 p.m.; however, flexibility with respect to work schedule is necessary as this position will require the occasional evening or weekend service with advance notice, as required. Punctuality and regular attendance is mandatory. Occasional travel will also be required, with advance notice, as required.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a ‘Campus Security Authority (CSA)’ to report crimes for the federally mandated Clery Act and is required to comply with the requirements set forth in CSU Executive Order 1107 revised March 24, 2017 as a condition of employment.

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.

Please note: California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas. Applicants must be authorized to work for any employer in the United States.

Education Code 89521 Requirements: Applicants may be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Hiring Salary: $4,047 per month