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Administrative Support Coordinator II

California State University, Stanislaus

Details

Posted: 16-Sep-23

Location: Turlock, California

Salary: Open

Internal Number: 4604423

Administrative Support Coordinator II

Job no: 531706
Department: Office of the Dean of Students
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Summary

Full-time position available on or after October 16, 2023 for Warrior Cross Cultural Center.

Under the general supervision of the Director for the Warrior Cross Cultural Center the incumbent will independently perform various duties in support of the administrative operation of the department. Duties include clerical and administrative support, reception, budget and purchasing, supervision, event planning and internal and external relations.

Job Duties
Duties include but are not limited to:

Provide administrative support to the Warrior Cross Cultural Center (WCCC) Director and staff.

Offer customer service to WCCC visitors and provide resources on center programs and diversity/inclusion.

Coordinate daily front office operations including student front desk schedules, conference room schedules, bulletin boards, email/phone correspondence, appointments, and maintaining the welcome/study space.

Manage calendars, office teams folders, and systems in collaboration with the Director and department staff.

Coordinate travel arrangements for staff and students, including travel requests, reservations, reimbursements, and claims.

Assist the Director with data collection for monthly and year-end reports.

Coordinate department meetings, both in-person and hybrid, including preparing agendas, documents, minutes, recording, and scheduling.

Organize and coordinate logistics for WCCC programs and events, overseeing all aspects from planning to post-event assessment.

Liaise with various campus departments for event planning and execution.

Collaborate with Student Affairs Events and Communications specialists for project coordination and promotion.

Prepare event budgets, monitor expenses, and report final costs.

Manage facilities and IT work orders for programming and events.

Process liability waivers and ensure compliance with university and regulatory requirements.

Recruit, schedule, train, and oversee volunteers and student employees for event support.

Order and purchase office and program/event supplies in line with university purchasing practices.

Maintain and manage department budget spreadsheets, track expenditures, and reconcile monthly expenses.

Prepare and track purchase requisitions, honorariums, and other accounting documents.

Oversee the approval process for accounts payable.

Initiate and submit office purchases, p-card reconciliations, and year-end budget documents.

Assist with organizing and distributing multimedia communications, including memos, posters, social media, web content, event flyers, etc.

Oversee written content, graphic and media design, video production, and social media management.

Provide guidance on shared email inboxes and direct inquiries appropriately.

Collaborate with student assistants and the Student Affairs communications team.

Attend the Student Affairs Communicators group.

Other duties 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

Full-time equivalent of two (2) years of general office clerical/administrative assistant experience in a CSU or higher education setting.

Previous experience working in a student services office within a university or educational setting.

Experience working with diversity, equity and inclusion initiatives.

Experience working with underrepresented minority populations.

Prior experience coordinating travel logistics.

Prior budget with budget and financial reporting, purchasing and procurement, and event planning.

Experience utilizing MS Office and other software (Word, Outlook, Access, Excel, PowerPoint, Concur, PeopleSoft, Adobe Suite, 25Live, etc.)

Knowledge, Skills, Abilities

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

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.

Thorough mastery of English grammar, punctuation, and spelling.

Thorough knowledge of office systems and expertise in using office software packages, technology and systems.

May function as the office information technology specialist.

Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.

Ability to independently handle multiple work unit priorities and projects.

Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines do not exist.

Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.

Working knowledge of budget policies and procedures.

Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.

Ability to effectively write and present own reports.

Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.

Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Physical Requirements
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Likely to be seated for long period of time and spend a good portion of work time using a computer.

Ability to travel between the Turlock and Stockton campuses.

Ability to lift, move/carry up to 50 pounds; push 100 pounds on a cart

Salary Range
Anticipated salary will be $3,681 - $4,049 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator II range: $3,681 - $6,034 per month)

Compensation & Benefits
Commensurate 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 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

How to Apply
To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resume. 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 Deadline
September 28, 2023

Criminal Background Clearance Notice
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.

Additional Information
Campus & 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 CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

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

To apply, visit https://careers.csustan.edu/st/en-us/job/531706/administrative-support-coordinator-ii

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About California State University, Stanislaus

California State University, Stanislaus serves a diverse student body of more than 10,000 at two locations in the Central Valley — a beautiful 228-acre campus in Turlock and the Stockton Campus. Widely recognized for its dedicated faculty and high-quality academic programs, the University offers a range of undergraduate and graduate programs, along with a doctorate in educational leadership. The University is a proud member of the 23-campus California State University system.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.

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