Academic Office Coordinator (Administrative Analyst/Specialist, Non-Exempt) - Race and Resistance Studies (10454)

  • San Francisco
  • San Francisco, California
  • Aug 03, 2020
Part Time Administrative Analysis and Research Clerical and Administrative Support Sciences and Laboratory

Job Description

Description:
Working Title
Academic Office Coordinator

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department*
Race & Resistance Studies

Appointment Type*
This is a one year probationary position.

Time Base*
Part-Time (0.50)

Work Schedule*
Monday to Friday; 8 a.m. to 12 p.m.

Classification Salary Range*
$4,180.00 to $4,644.00 per month @ a Time Base of (1.0)
$2,090.00 to $2,322.00 per month @ a Time Base of (0.5)

Position Summary*
Serve as Administrative Analyst Specialist to the Department of Race & Resistance. Oversee/coordinate the administrative/office support necessary to operate the department; assist Chair in leading/ coordinating the administrative, budgetary and office support functioning of developing and implementing policies/procedures; coordinate/oversee the fiscal department budget and course scheduling; hire/lead/train staff and work-study students; develop/maintain the administrative departmental policies/procedures faculty handbook; interpret/ administer University/college academic regulations; act as liaison between the department and the College Dean's Office and between the academic departments and students/faculty/staff/public community.

Position Information
Administrative Office Support
- Develops, in consultation with the Chair, the calendar, schedule, deadlines, logistics, agendas and supporting information, reports.
- Plan, organize, and set up all regular meetings, coordinate standing committees, retreats and other special meetings.
- Attend department meetings and take minutes.
- Prepare monitor, and proof class schedules from the preliminary planning stage through all phases of the scheduling cycle.
- On a continual basis, update class schedules and post class schedule changes and cancellations.
- Provide information to faculty, staff and students concerning scheduling policies and changes.
- Process appropriate forms for schedules and post class schedule changes and cancellations.
- Effectively communicate with high-level and diverse contacts within and outside of the CSU System.
- Recommend course of action to department chair as well as the college office on various student matters by critically troubleshooting and analyzing unprecedented issues and problems to develop recommendations and conclusions with evaluation and improvements.

Program Administration
- Frontline to the Department Chair, greeting guests with courtesy and de-escalating high emotions that may be entering into the front office.
- Serve as a resource to the Department Chair and assist with facilitating project management, long-range strategic planning, streamlining processes, and conducting research as directed by the Chair on various topics/subjects in preparation of presentations, speeches and/or training.
- Plan agenda, schedule guest appearances, and take notes for the Race & Resistance Studies meetings as well retreats and parties such as graduation.
- Manage Department level elections.
- Ensure compliance with applicable regulations or policy requirements governing the department
- Takes the lead in negotiating contracts with vendors for catering and facilities usage agreements for events as assigned by the Department Chair, Prepares direct payment requests and hospitality forms to comply with the university regulations.
- Maintains the department directory
- Initiates and facilitates all areas of College facilities, including ordering of keys, inventory of
administrative office space and faculty offices in concert with the department chairs, and building repair.
- Interfaces with Parking and Transportation services for parking permits and other related activities.
- Distribution of pay warrants for the department and other College-wide payroll activities.
- Serve as a Budget assistant with all the department fund sources and help with maintaining expenditures and balances from Race Resistance department account.

Database Base Management
- Updates and manages department faculty and staff email list.
- Coordinates department office space assignments.
- Campus Solutions scheduling system; build Race & Resistance course schedules, run reports and maintain and audit the course schedule for all academic semesters.

Other duties as assigned

At All Times
- Demonstrate behaviors that are in line with the User Friendly Principles fPS3OC) and Principles of Conduct for a Multi-Cultural University (P300)
- Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications*
- Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods normally be obtained through a bachelor┬┐s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
- Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
- Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
- Ability to organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Preferred Qualifications
Skills: High range technical level which includes working knowledge and use of PC or MAC; MS Word, Excel and PowerPoint; knowledge of Safari, Firefox, etc. programs, website page design and graphics programs. University Campus Solutions, PeopleSoft system used in HR, Academic Scheduling and Financial Affairs preferred.

Abilities: Possess qualitative and creative thinking/problem solving skills; take initiative; independently plan/organize/ coordinate work; anticipate problems; use creativity and ingenuity; interpret/ organize/ present information/ ideas effectively.

Knowledge: University policies and procedures; university business systems. Baccalaureate Degree in field related to the position and at least two years┬┐ experience managing a similar function. This must have included supervision of both clerical and analytical staff and monitoring and enhancing the provision of high quality customer service. Providing clerical and administrative assistance in a business setting, related experience in an educational setting, and experience working with directly with faculty, staff and students to assist them in completing standard forms.

Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork.
- Effective oral, written and nonverbal communication skills.
- Customer/Client Focus with an emphasis in problem solving and resolution.
- Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
- Diversity and inclusion.

Pre-Employment Requirements
This position requires the successful completion of a background check.

Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

How To Apply
**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map