OPHD Office Manager, Hearing Coordinator (Administrator I) (105011)

  • Sonoma State Unversity
  • Rohnert Park, California
  • Mar 07, 2020
Full Time Clerical and Administrative Support

Job Description

Department Name
Office for the Prevention of Harassment & Discrimination (OPHD)

Salary and Benefits
Starting salary placement depends on qualifications, experience and salary budget, and will not exceed $5,417 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 20, 2020. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This position is a member of the Management Personnel Plan and serves at the pleasure of the President.

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 the Director of Title IX and HR Compliance Services (Director), the OPHD Office Manager, Hearing Coordinator provides management and guidance for all administrative functions within the Office for the Prevention of Harassment & Discrimination (OPHD). The incumbent is responsible for planning, organizing and directing work operations as well as training student employees, including student assistants and evaluating their work performance. Contacts involve interaction with all levels inside and outside the university, and may include dealing with sensitive and confidential information.

Working under general direction, the major duties of the position include, but are not limited to, the following in support of OPHD:
- Oversee all day-to-day departmental administrative activities within the OPHD to plan, organize, and review support operations procedures, practices and work methods to increase efficiency; determine best solutions for issues for department operations and implement improved systems to provide good customer service. This includes serving as the central point of contact in resolving complex administrative issues.
- Provide support for budget preparation and monitor monthly budget expenditures; assist in budget forecasting, offering recommendations based upon historical expenditures; assist management with preparing final budgets; assist in reconciling and resolving any budgetary issues.
- Manage and facilitate basic human resources functions for the OPHD.
- Manage the CSU Executive Order 1096/1097 sexual misconduct hearing process. Duties include, but are not limited to: managing administrative support staff/MPP, volunteers, scheduling hearings; notifying witnesses of the hearing; ensuring that the Hearing Officer is provided with appropriate materials including a copy of the report and any exhibits; coordinating videoconferencing (if necessary); and securing a location for the hearing. The OPHD Office Manager, Hearing Coordinator acts as the liaison between the parties and the Hearing Officer on procedural matters; attends hearings and provides feedback to the Hearing Officer and Director.
- Responsible for the development and delivery of OPHD online trainings for student and may assist in presentations across campus. The incumbent develops, delivers, and supports the appropriate delivery of learning and professional development curricula that complies with CSU Executive Order 1095's Training, Education, and Prevention mandate.
- Supervise graduate assistant/student assistants, including providing performance counseling and direct feedback.
- Anticipate department administrative needs; research and compile data and create specialized documents; work with other managers in preparing for meetings; prepare correspondence, and presentation materials; create spreadsheets and databases; and prepare complex reports.
- Develop and recommend office policies and procedures; provide support to department for making purchases and complying with related policies and procedures; reconcile invoices and bills as requested and appropriate; review and prepare requests for payment.
- Manage support operations such as travel for the Director, inventory functions; facility requirements, and information technology requirements, including computer, telephone, network needs and issues.
- Maintain the department's online content, including websites and Google drives.
- Attend training programs, workshops and seminars as appropriate.

In addition to the above-referenced duties, this position performs a wide variety of complex, diverse, sensitive, and confidential administrative support functions, including managing a complex calendar, scheduling appointments, and arranging meetings; receiving and screening all visitors and telephone calls; screening confidential incoming correspondence and referring materials to the appropriate manager or staff member; composing correspondence on behalf of the Director; reviewing documents prepared by other staff for consistency, format, punctuation, and grammar; and resolving issues as necessary.

Performs other secondary duties as assigned.

Duties will primarily take place 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. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. This position will require occasional travel, by automobile or airplane, and overnight stay to travel to trainings and meetings off campus.

This position requires a minimum of 2 to 5 years of related experience, including progressively responsible and applicable management and/or supervisory experience. Bachelor's degree, or equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position. General knowledge of applicable state and federal civil rights, education, or employee/labor relations laws and regulations and experience and skill in developing and delivering training programs in the workplace or higher education setting is highly preferred. Intermediate to advanced proficiency with computers and Microsoft Office (Word, Excel) required. Knowledge of Google Suite, Maxient Conduct Manager, and PeopleSoft preferred.

The incumbent must demonstrate integrity and sound judgment in performing duties; possess the ability to supervise the work of staff and recommend appropriate personnel actions; be able to apply strong problem solving and conflict resolution skills and train and evaluate performance, taking corrective action as needed; deal with stressful situations while maintaining composure; and contribute to a collaborative environment utilizing exemplary communication and problem solving skills as necessary. Must have strong organizational skills; the ability to manage multiple projects and competing priorities simultaneously, adjusting quickly to changes needed on a daily basis; and the ability to maintain strict confidentiality of sensitive information. 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, environment) into all aspects of performing job duties.

The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

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)
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 9,000 students 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