Dean’s Office Coordinator (Administrative Support Coordinator II), Full-Time/Temporary- 104534

Sonoma State University Published: May 25, 2018
Job Type
Category

Description

Department Name

School of Business and Economics

Salary and Benefits

Starting salary placement depends on qualifications, experience and salary budget, and will not exceed $3,340 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

Application Deadline

This position is open until filled.

Conditions of Employment

This is a full time, temporary, non-exempt position. Reappointment to this position is dependent upon the individual's performance as well as administrative and budgetary considerations. The university reserves the right to terminate this appointment earlier than the scheduled expiration date.

Responsibilities

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning, and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence, and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation, and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under general supervision of the Dean, School of Business and Economics (SBE), with additional lead work direction from the Director of Business and Operations (DBO), the Dean’s Office Coordinator initiates, coordinates, and implements a variety of administrative duties in support of the dean's office, the SBE Career Center, and SBE marketing and communications. As such, the incumbent supports and contributes to an array of programs and functions central to the successful operations of the SBE; coordinates and executes large scale, complex projects with broad, visible impact which involve collaboration with other departments; and makes recommendations related to operational matters and evaluates work procedures. Work involves identifying needs, planning and initiating projects, coordinating work by team members, and seeing a project through implementation, completion, and evaluation.

Working independently under general direction, the incumbent is responsible for gathering and organizing information and data; performing project-related research; assembling reports; coordinating projects;

coordinating events and meetings; monitoring, balancing, and reconciling budgets; projecting expenses and compiling budgetary information; designing and customizing forms and databases; making operational and procedural recommendations; and addressing a wide range of problems, which require the interpretation of policies and procedures. Overall, the work will involve coordinating, prioritizing, and monitoring projects through to completion with accountability for results. The incumbent responds to phone, e-mail, and in-person inquiries; provides word-processing and spreadsheet support using Microsoft Word and Excel; enters data into databases; and creates simple presentations or publications using presentation software or graphics software.

Provides SBE Dean and DBO with operational and administrative support. Specific activities include but are not limited to scheduling SBE meetings, maintaining the Dean's and DBO's calendars, handling phone, (e)mail and in-person inquiries, drafting and proofing correspondence, taking notes at select meetings, developing agendas, planning events, communicating with faculty and staff, trouble-shooting operational issues with the Dean and/or DBO, and providing back-up support to the SBE front office.

Operational and administrative duties include administrative support for development and tracking of strategic initiatives for the SBE, such as entrepreneurship, student experience, community relations, career services, and alumni engagement. Specific activities will include but are not limited to positive and proactive communication with internal and external stakeholders, supporting positive experiences for all stakeholders, database entry and maintenance, calendar coordination, event planning and coordination, program coordination and support, providing support to our marketing efforts, updating the SBE website, handling job-related financial transactions and tracking, collaboration with other departments at Sonoma State University. Working with DBO on implementing systems and creating process improvements to ensure consistent, highlevel results is also a part of the job.

The incumbent supports the development and growth of a vibrant and broad community network for SBE and its programs. In all job-related duties, the incumbent will positively represent the SBE to stakeholders at all levels both inside and outside of Sonoma State University.

Performs other secondary duties as assigned.

Duties take place mostly in an office setting located at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular campus hours, but will include some work at local venues in support of SBE projects and programs. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Your specific start time is determined by your Appropriate Administrator. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with the possibility of overnight stays in cases where projects warrant it.

Qualifications

Minimum educational and work experience requirements are a high school degree or technical/vocational program degree, and at least three to four years of related, progressive office experience, or an equivalent combination of education and experience. Coursework or training in event planning, marketing, communications, and related skills is preferred. Advanced proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel, Powerpoint) is required. Beginning to intermediate proficiency with Salesforce, Drupal, and PeopleSoft is preferred.

The incumbent must possess strong critical thinking skills and excellent written and oral communication skills. Must also have the ability to independently draft and compose correspondence and standard reports; learn, interpret, and apply a variety of complex policies and procedures; demonstrate the ability to maintain accurate records with a high level of attention to detail; ability to independently handle large, multiple work unit priorities, projects, and meet critical, cyclical deadlines in a timely manner; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. The incumbent must

have the ability to work effectively both independently and as part of a team; solve problems using reasoning and judgment to develop practical, thorough, and creative solutions; prioritize multiple tasks to meet changing priorities; use negotiation and persuasion skills to achieve results and expedite projects; perform business math, analyze budgetary data and limited math analysis, and make projections requiring some inference; be detail-oriented and possess strong organizational skills; exercise discretion when handling interpersonal situations and matters of a confidential nature; possess experience responding with sensitivity to individuals from diverse backgrounds, and strong skills in maintaining productive and effective, inclusive working relationships with all stakeholders (faculty, staff, students, campus, community, etc.). The incumbent must be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment. Must be able to accept constructive feedback.

The incumbent may be required to meet the standards of the University Conflict of Interest policy if performing purchasing with a Pro Card. A valid California driver's license is required.

Application Process

Click the "Apply Now" to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Qualified candidates must submit the following to be considered:

1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

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

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