Job No. 511295 Administrative Support Coordinator I 511295

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Job Description
Description:
CLASSIFICATION TITLE:
Administrative Support Coordinator I
UNION CODE:
R07
PAY PLAN:
12-month
SALARY RANGE:
$3,276 to $5,148
PAY BASIS:
Monthly
CANDIDATES ELIGIBLE TO APPLY:
Open to all qualified applicants
SPECIAL INSTRUCTIONS TO APPLICANT:
CSU
requires
faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19
or declare a medical or religious exemption from doing so. Any candidates 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 [calstate.policystat.com]
and questions may be sent to ****
POSITION PURPOSE:
Under the general supervision of the AVP Institutional Research, Planning and Assessment, the incumbent is responsible for coordinating and performing the administrative operations of the Institutional Research, Planning and Assessment Unit. This includes supporting the AVP and IRPA department staff with administrative and clerical functions ensuring maximum productivity, assisting with departmental budget, preparing and producing ad hoc reports and projects, and coordinating events for IRPA and campus collaborative efforts.
DUTIES & RESPONSIBILITIES:
Administrative support for IRPA
Responsible for the coordination and performance of administrative operations for IRPA AVP, staff, and special consultants which includes managing schedules, coordinating meetings and acquisition of IT resources while assuring compliance with all CSUB protocols.
Draft, edit and prepare department communications including memos, letters, publications and web-based information.
Monitor department electronic and postal mail. Monitor email of leadership team when they are away from the office and determine route of resolution for issues needing immediate attention.
Access and process department confidential/HR information through PeopleSoft.
Maintain current contact information for campus client groups and external clients.
Interact with CSU Institutional Research leadership and staff and CSU enrollment contact at each campus and CO as needed.
Maintain and monitor documentation in the mapping drives or box drive for IRPA unit.
Maintain and monitor department calendar for the AVP and leadership team.
Track and approve attendance in CMS. Submit absence/leave forms for the unit as appropriate.
Create and distribute agenda for all meetings as requested.
Schedule training and professional development of IRPA staff.
Schedule and process all travel arrangements for IRPA AVP and the department staff. Prepare and submit travel reimbursements and advance travel authorizations for all staff.
Coordinate conferences and meetings. Compile and create meeting materials.
Complete Health and Safety workplace inspection as requested.
Monitor the progress and completion of IRPA team goals. Notify team members about upcoming deadlines and events.
Provide lead direction to student assistants and temporary support staff.
Identify and use appropriate judgement to resolve issues or escalate as necessary to AVP.
Maintain inventory and order departmental supplies as needed.
Assist with departmental staffing processing actions (recruitment of new hires, separation of staff, change in status, etc.) in collaboration with Human Resources.
Collaborate with other departments and individuals across the functional areas for the CSUB to assure appropriate and effective execution of responsibilities.
Assist with Departmental Budget
Using Excel and/or web-based forms, assist with monitoring and maintaining department's annual general fund, priority fund, reserve fund, trust fund, and systemwide fund.
Complete monthly fiscal reviews of the responsible use of final approved budget and communicate updates to AVP.
Prepare and track budget allocation orders, budget and expenditure transfers, encumbrances, purchase orders, disbursements, salaries, etc. related to external contracts and the IRPA general fund.
Assist with preparing shadow financial reports for budgetary analysis through consulting with AVP, senior leadership, campuses, faculty, and outside agencies regarding budget/contract status.
Generate monthly reconciliations of all financial reports and quarterly budget projections.
Assist with providing input on policies and procedures related to finance and budget.
Act as the liaison to CSUB staff, CO, and other state agencies regarding budget questions or issues.
Perform reconciliation of procurement card report.
Ad Hoc Reports/Projects
Assist with coordination, production, and publication of standards reports and other research reports.
Respond to and prepare ad hoc requests for reports from aggregate data files or published reports.
Maintain and monitor external reports sent to IRPA unit.
Initiate and coordinate contract renewal with external agencies necessary for acquisition of critical data for reporting to CSUB, CSU CO, and the public
Complete ad hoc projects as assigned by the IRPA leadership team.
Coordination of Events
Coordinate and organize major events both on CSUB campus and externally for CSUB and/or CO.
REQUIRED QUALIFICATIONS:
EDUCATION & EXPERIENCE -
Equivalent to a High School diploma and four (4) years of recent (within 3 years) professional administrative support experience.
SKILLS, KNOWLEDGE & ABILITIES (SKA's):
Regular and reliable attendance is required.
Experience to be fully functional in all technical aspects of work assignments.
Ability to handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Thorough knowledge of English grammar, spelling and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Demonstrated ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
PREFERRED QUALIFICATIONS:
Demonstrated database management skills, general financial/budget experience and experience with PeopleSoft system.
Experience with 25Live and CSU Common Financial system (CFS).
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Preferred experience in a higher educational setting.
PHYSICAL DEMANDS:
SEDENTARY WORK
- involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.
ENVIRONMENTAL FACTORS: N/A
SPECIAL CONDITIONS:
SCREENING:
Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position .
CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION:
It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.
BACKGROUND CHECK:
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.
SENSITIVE POSITION:
Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.
MANDATED REPORTER:
N/A
GENERAL INFORMATION:
It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.
EEO STATEMENT:
California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.
Closing Date/Time: March 10, 2022
Job Address
Bakersfield
California
93311
United States
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OVERVIEW
Located in the southern San Joaquin Valley, California State University, Bakersfield is home to the Roadrunners — moving forward at lightning speed and championing intellectual progress. CSUB continuously rises in national rankings for its economic value and commitment to student success. Its students are brilliant and increasingly diverse — with the majority of graduates remaining in the Valley to solve our region’s complex challenges.
FAST FACTS
CSUB opened in 1970 as the 19th member of the 23-campus California State University System.
The only public university within approximately 90 miles, it enrolls over 11,000 students and has graduated nearly 60,000 alumni.
The university offers 38 undergraduate degree programs, 16 master’s degree programs and a doctoral program in educational leadership.
It is fully accredited by the Western Association of Schools and Colleges, Senior College and University Commission.
The university is a designated Hispanic Serving Institution, with over 60% of students identifying as Hispanic or Latinx.
CSUB houses four academic schools: The School of Arts and Humanities, the School of Business and Public Administration, the School of Natural Sciences, Mathematics and Engineering, and the School of Social Sciences and Education.
The university offers degree programs at a satellite campus approximately 90 miles south of the main campus in Antelope Valley.
Sixteen athletic teams compete in NCAA Division I.
CORE VALUES
Developing the intellectual and personal potential of every student
Supporting the intellectual and professional development of all faculty and staff
Nurturing a collegial campus environment that values innovation, learning and the pluralism of persons and ideas
Collaborating with one another with respect, trustworthiness, ethical behavior, and self-reflection
Promoting active and informed engagement in shared governance of students, faculty, and staff
Engaging with alumni and the community to achieve the vision, mission, and goals of the university
Contributing to the growth and well-being of the region
ABOUT THE REGION
One of the most affordable regions in California, Bakersfield is located in the southern San Joaquin Valley in Kern County. With nearly 400,000 residents, Bakersfield is California's ninth most populous city. The CSUB campus is easily accessible from all of California's major cities and points of interest. Day trips to Los Angeles, San Francisco, the beach and many of the region's state and national parks provide endless opportunities for entertainment and recreation.
Nicknamed The Golden Empire, Kern County is renowned for its scenic beauty and outdoor adventure. Situated alongside the Kern River Valley, the Southern Sierra Nevada Mountains and at the base of Sequoia National Park, Kern County boasts unrivaled access to rafting, hiking, fishing, and camping.
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