SSE Dean's Office - Operational Support Coordinator & Associate Dean's Assistant

SSE Dean's Office - Operational Support Coordinator & Associate Dean's Assistant

CLASSIFICATION TITLE: Administrative Support Coordinator II

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $4,367 - Step 4 $4,634

• However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: Step 1 $4,367 - Step 20 $6,362

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

POSITION PURPOSE: The College of Social Sciences & Education (SSE) is a large and complex academic organization comprised of ten academic departments and three academic programs serving approximately 5,000 students at the undergraduate, credential, masters, and doctoral levels. Adding to the organizational complexity is that Education includes 14 programs with distinct admissions, curricular, faculty/staff, and accreditation (state and national) elements.

Under the general direction of the Dean, with daily lead direction from the Associate Dean, the Administrative Support Coordinator II, Operational Support Coordinator & Associate Dean's Assistant coordinates a full range of operational, administrative, and clerical support functions in their entirety for SSE. The Associate Dean has significant responsibilities associated with college operations including advising, curriculum, enrollment management, scheduling, and accreditation. As such, the ASC II acts as direct support to the Associate Dean for these and other operational areas including but not limited to scheduling meetings and providing organizational support for select SSE committees, college event planning and coordination, coordinating and supporting travel organized and funded by the Dean's Office, conducting analyses to contribute to solutions for a range of operational, procedural and administrative issues, and serving as the first point of contact for students, faculty and guests visiting the Dean's office.

DUTIES & RESPONSIBILITIES:

Assist Associate Dean with Operations & College Duties

• Independently manage and coordinate projects under the direction of the Associate Dean, such as space management, office and room transitions, and scheduling and enrollment.
• Maintain confidential files related to Associate Dean roles and responsibilities (e.g., student forms and petitions).
• Create facilities work orders for area building maintenance concerns and issues.
• Prepare, route, and maintain operational documents.
• Take minutes for meetings led or arranged by the Associate Dean and provide organizational support.
• Schedule daily, weekly, monthly meetings led or arranged by the Associate Dean that require collaboration of participant availability.
• Maintain calendar for Associate Dean.
• Arrange travel and prepare reimbursement forms for Associate Dean and Dean.
• Evaluate and make recommendations to the Associate Dean for improvements to SSE operational and procedural matters as needed.

Coordinate Dean's Office Operations

• Maintain front office activities for Dean's office; serve as Dean's Office initial point of contact for students, faculty, staff, and community members.
• Support Dean's office phone, email, mail communications with constituencies on and off campus.
• Support maintenance of Dean's office equipment, supplies, and technology.
• Prepare, route, track Dean's office fiscal forms, track expenditures, student payroll, etc.
• Maintain confidential files and logs
• Provide website support for the Dean's office and the College.
• Maintain Dean's Office Conference Room calendar.
• Coordinate and support Dean's Office and College social media.

College Administrative Support

• Assist with college committee meeting arrangements, communications, membership, and recordkeeping.
• Coordinate, maintain, and update inventory of college displays and PR materials.
• Coordinate Student Opinion of Courses and Instruction (SOCI) distribution, collection, and results distribution each semester.
• Assist faculty leadership with various administrative needs and support college Departments when other administrative support personnel are not available.
• Coordinate, maintain, and update college directories, as needed.
• Arrange travel and prepare reimbursement forms as directed by the Dean or Associate Dean.
• Assist with college event planning, commencement, honors, and other campus ceremonies or events.

College Accreditations Support

• Provide administrative support for SSE Education Preparation Program (EPP) accreditation: i. Maintain and archive accreditation documents.
  • Support the collection of accreditation documents from programs during the accreditation cycle.
  • Coordinate accreditation site visit logistics including campus visit scheduling and reviewer travel, accreditation survey data collection, and accreditation website development and maintenance.
• Provide administrative support for institutional and other programmatic accreditation as assigned (e.g., WSCUC).

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and five (5) years of recent (within seven years) related office work.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -

• Regular and reliable attendance is required.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents 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 operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze 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
• Ability to handle multiple work projects and events routinely and independently.
• Independent decisions on day-to-day operations are made using campus policy.
• Ability to support large-scale, complex projects in broad coordination with other departments through planning and executing.
• Knowledge of project needs to identify, detail, initiate, and delegate work.
• Ability to operate, understand, and train office staff on office equipment and campus technology.
• Ability to work under minimal supervision while setting priorities and completing all work in a timely manner.
• Working knowledge of budget policies and procedures.
• 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.
• Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• 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.
• 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:

• Five or more years of administrative support experience that is progressively complex with a widening scope of responsibilities.
• Experience with social media and website maintenance.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK - involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 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.

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.

Education Code 89521 Requirements: Applicants will 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 seven 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 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.

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.

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.

The California State University ("CSU"), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.


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