Division of Academic Affairs
Administrative Support Coordinator I
*** Temporary Position ***
RESPONSIBILITIES & DUTIES:
Schedule and coordinate Academic Senate and Senate Executive Committee meetings and other Committee meetings as necessary. Use room reservation system to reserve rooms, times and dates of all meetings. Ensure that all necessary technical equipment and, if specified, catering, is available for each meeting. Disseminate meeting dates, times, locations, agendas and additional related information and document to all faculty, designated administrators and other individuals. Generate meeting minutes for both the Senate Executive Committee and the Academic Senate. Update Senate and Committee webpages on a regular basis with meeting materials and other appropriate information. Maintain and post updated list of Committee members and chairs as necessary. Coordinate final signing of approved Senate policies and distribute copies of new policies as directed by Chair. Responsibility for overseeing the Academic Senate Budget including processing release time for faculty serving in the Senate and funds from the Chancellor's Office for release time and travel. Monitor and track expenditures in PeopleSoft for accuracy and ensure that the Academic Senate expenditures remain within budget. Coordinate with Academic Budget and Planning and Senate Chair on budget requests and transfers. Complete travel claims and submit them to Accounts Payable with appropriate backup documentation. Track Statewide Senator travel spending separately and provide regular expense reports to Chancellor's Office. Interpret and apply university travel policies and procedures in order to ensure compliance with all regulations. Use judgment in development of procedures related to issues not covered by existing policies and procedures. Serve as the central repository and primary contact for Academic Senate archives. Act as internal and external resource on policies and procedures, including those related to submitting new policies for Senate approval. Provide assistance to specified Senate Committees as directed by Senate Chair utilizing software such as Qualtrics or equivalent to conduct and track Senate and University committee voting and selection process, in accordance with current campus policies. Send out group email correspondence for a variety of Senate and Committee related matters, tracking or forward responses as necessary. Other duties as assigned.
REQUIREMENTS OF POSITION:
A minimum of five years in a progressively responsible administrative/clerical support capacity. Bachelor's degree preferred. Excellent communication skills with the ability to establish priorities to achieve results and expedite projects for the Senate Chair and officers. Experience and comfort in working independently and ability to develop and implement operational strategies to resolve problems. Ability to analyze and interpret university policies and procedures, interact with all levels of staff and administration effectively, and handle situations of a confidential nature. Ability to multi-task and respond to a high volume of telephone and email inquiries. Experience with and knowledge of standard accounting procedures and financial reconciliation. Ability to exercise independent judgment. Excellent computer skills, solid knowledge of Microsoft Office (Word, Excel, and PowerPoint) and familiarity with Hyperion and use of the internet to conduct research in support of assigned project is mandatory. Website development capabilities is preferred. Ability to prioritize projects and to work independently and accurately.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position
The person holding this position is 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 Revised July 21, 2017 as a condition of employment.
Hiring Range: $3,064 - $4,450 per month
Closing Date/Time: Open until filled