Full-time SAS Administrative Coordinator (Administrative Support Coordinator II)- 104565

Sonoma State University Published: May 25, 2018
Location
Rohnert Park, California
Job Type
Category

Description

Department Name

Student Academic Services

Salary and Benefits

The anticipated starting salary placement will not exceed $3,115 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, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.

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 the Senior Director of Student Academic Services, the SAS Administrative Coordinator works independently and in collaboration with the coordinators and/or staff of Student Academic Services. The SAS Administrative Coordinator manages administrative and clerical operations of Student Academic Services. The incumbent demonstrates outstanding customer service to students, staff, faculty, and visitors, while working in a professional, fast-paced environment.

The SAS Administrative Coordinator provides leadership in administration of and improvements to operational policies and procedures; provides information on a wide variety of complex policies and procedures relating to the office, programs, services to students, other campus offices, faculty, employers, and the general public. The incumbent provides work direction, training and recommendations for hiring of student staff; and provides and coordinates administrative support for Student Academic Services as needed.

Major duties of the position include, but are not limited to, the following:

PROGRAM ADMINISTRATION

Under supervision, provide administrative support to Student Academic Services that includes:

1. Coordinate work schedules for professional and student advising staff in collaboration with the program coordinator for each service area.

2. Coordinate scheduled and drop-in appointments for both reception desks (Undeclared Advising and EOP).

3. Maintain and record attendance records for professional and student staff.

4. Oversee time card submission process for student employees.

TRAINING AND ORIENTATION

1. Hire and train student employees in internal office procedures.

2. Coordinate new employee sign up with Human Services.

3. Complete requests for all technical resources, electronic access, and key requests.

GENERAL OFFICE ADMINISTRATION AND COORDINATION SUPPORT WITH SAS PROGRAM COORDINATORS

1. Provide and demonstrate exceptional customer service for students, faculty, staff, family and community members.

2. Recommend, integrate, and implement office policies and procedures.

3. Maintain and update office policy and procedural manuals.

4. Track usage and replacement of office supplies, stationery, envelopes and business cards.

5. Complete and submit monthly ProCard expenditure reports in a timely manner.

6. Oversee needs for and support of office equipment and computers and maintain inventory control for annual reporting.

7. Develop, maintain, and update different program forms and templates.

8. Collect and deposit checks made to different program trust or foundation accounts.

SPECIALIZED PROGRAM ADMINISTRATION

Serve as clerical administrative support for Student Academic Services by:

1. Implementing Advising policies and procedures for students in coordination with the Director of Student Academic Services and the Lead Advisors.

2. Processing registration holds for students on probation and creating probation notices in collaboration with the advising staff.

3. Maintaining, updating, and processing program admissions in coordination with Lead Advisors conducting reviews of applicant files.

4. Overseeing communication processes and reporting using PeopleSoft in coordination with the Lead Advisors and in coordination with representatives from Admissions, Financial Aid, and Housing.

5. Producing and sending program admit or denial letters, and updating student PeopleSoft records.

6. Developing and processing Summer Bridge Program registration, communications, and logistical support in collaboration with the Summer Bridge staff.

7. Producing Summer Bridge Policies and Procedures booklet, Student information Handbook, and other program documents.

8. Coordinating student housing assignments with Residential Life staff and supervising set up of student check in process at Summer Bridge.

9. Maintaining and updating student files, including continuing students and purging inactive or graduated students.

TECHNICAL SUPPORT

1. Act as main support for department copy machine.

2. Coordinate department conversion to Outlook Exchange for email and calendar systems.

3. Work with IT staff to oversee and problem-solve technical problems with computers.

4. Support department use of lnDesign software and provide assistance for printing problems with large format printer.

DATA COORDINATION

1. Create and generate data reports from PeopleSoft and other sources for various student groups.

2. Performs other duties as assigned in compliance with the classification standards for the position.

Duties take place mostly in an office setting located at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular SAS hours of operation. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. 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 overnight stays.

Qualifications

Requires a high school degree or technical/vocational program degree, and a minimum of three years administrative work experience involving program administration and/or an equivalent combination of education and experience involving study, analysis, and/or evaluation leading to the development of improvement of administrative policies, procedures, practices, or programs.

- Demonstrate the ability to provide exceptional customer service to anyone who walks into Student Academic Services.

- Basic knowledge of and ability to apply fundamental concepts

- Must demonstrate a working knowledge of managing multiple programs and services in a complex office of integrated services

- Ability and knowledge of word processing, spreadsheets, database, email. Internet, and manage electronic calendars and web based information.

- Demonstrate proficiency in Microsoft Office and Google Docs, and other standard office technology, PeopleSoft preferred.

- Demonstrate ability or ability to learn web based design using Dreamweaver or similar programs.

- Use independent judgment, critical thinking, and exercise sound judgment.

- Have a thorough understanding of office operational procedures and be able to implement.

- Experience working with diverse populations including low-income and underrepresented populations.

- Takes initiative, plan, organize, coordinate and complete work on schedule.

- Demonstrates the ability to work successfully both independently and as a team member.

- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the SAS programs.

- Ability to compile, write, and present information in written or oral form and suggest appropriate recommendations.

- Ability to prioritize multiple tasks and competing demands to meet changing priorities.

- Ability to offer suggestions and accepts constructive feedback.

- Ability to work cooperatively, collaboratively and actively to resolve conflicts.

- Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Ability to provide and model outstanding interpersonal skills and abilities to student assistants.

- Ability to sit and physically move around as needed.

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)

In your cover letter, please specifically outline your experience providing and demonstrating exceptional customer service.

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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