Administrative Coordinator (Administrative Support Coordinator II) (104995)

  • Sonoma State Unversity
  • Rohnert Park, California
  • Mar 04, 2020
Full Time Administration and Management Clerical and Administrative Support

Job Description

Description:
Department Name
Administrative Services, Entrepreneurial Activities

Salary and Benefits
Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,115 to $3,792 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.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on March 17, 2020. Please refer to the Application Process section of this posting for additional details.

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 our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, 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 direction of the Associate Director, Business Operations, and with additional lead work direction provided by other management and the Administrative Analyst/Specialist positions within the Entrepreneurial Activities (EA) department, the Administrative Coordinator initiates, coordinates, and implements administrative and technical duties in support of the administrative operations of the EA Administrative Services department. The incumbent is responsible for coordination of clerical and administrative support functions for EA Administrative Services. In conjunction with EA Administrative Analyst/Specialist, the Administrative Coordinator coordinates day-to-day tasks; evaluates and makes recommendations on operational and procedural processes; oversees project coordination; and provides lead work direction, training and/or assistance to other support staff within the EA unit.

Major duties of the position include, but are not limited to, the following:
- Interpret and apply complex policies and procedures and facilitates administrative processes for the EA cluster with an emphasis on Student Center Operations, Box Office, Marketing, CES and General Services.
- Coordinate collection and preparation of administrative, financial, and operating reports utilizing Peoplesoft, Excel, Caterease, 25Live, Ricoh Software, and Blackboard.
- Examine all documents for compliance to established policies, procedures and generally accepted accounting principles.
- Create and maintain a procedure manual in all areas of daily financial operations.
- Oversee attendance reporting process for student assistants.
- Compile data for research projects.
- Handle sensitive and highly confidential material.
- Review and recommend procedures and practices to streamline and improve processes as needed; identify administrative needs; propose appropriate solutions or recommendations.
- Establish and maintain effective working relationships and facilitate project coordination within the EA Administrative Services department and with other units.
- Work closely with Directors, Purchasing, and vendors to facilitate specialized purchasing contracts.
- In collaboration with the EA Administrative Services team and Directors, establish and coordinate a centralized student assistant hiring process, including but not limited to: Culinary Services, CES, Marketing, Student Center Operations, University Box Office and General Services. Work with EA departments to identify number of positions needed during major hiring periods, post positions on Career Services website, receive all student applications, sort and distribute to departments for review, and complete documentation to submit to Human Resources for processing after selections have been made.
- Develop and maintain database of EA student assistant position descriptions and pay rates for all areas, assist departments with student assistant starting pay rates and pay increases, and complete necessary paperwork.
- Provide lead direction to support staff. This includes training, guidance, and support to EA Administrative Services department as needed and serve as back-up to other office personnel.

Performs other secondary duties as assigned.

Duties take place mostly in an office setting however, additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. Your specific start time is determined by your Appropriate Administrator. 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
This position requires a high school degree or technical/vocational program degree, and a minimum of two to three years administrative work experience involving program administration and/or the 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. A general knowledge of Entrepreneurial Activities; a foundational knowledge of public administration principles, practices and methods; and one year in a direct administrative support capacity is preferred. Intermediate proficiency with computers and Microsoft Office (Word, Excel) required. Knowledge of Google Suite, Caterease, 25Live, Ricoh Software, Blackboard and PeopleSoft preferred. Sufficient experience with cash handling procedures is preferred.

The incumbent must possess the ability to learn, interpret, and apply a variety of complex policies and procedures relating to and impacting Entrepreneurial Activities; 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 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. Must be able to accept constructive feedback and work cooperatively in group situations. Must also possess the ability to operationalize sustainability concepts (economy, society, and environment) into all aspects of performing job duties. The incumbent may be required to meet the standards of the University Conflict of Interest policy if performing purchasing with a Procard.

Application Process
Please visit http://web.sonoma.edu/jobs/ to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

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 describe your experience multitasking and prioritizing your workload.

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.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Mandated Reporting: This position may be 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 as a condition of employment.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Closing Date/Time: Open until filled

Job Address

Rohnert Park, California 94928 United States View Map