Office Coordinator (Administrative Analyst/Specialist, Non-Exempt) - Division of Undergraduate Education and Academic Planning (505498)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Oct 31, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Education and Training Planning and Development

Job Description

Description:

Working Title

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

Undergraduate Advising Center, in the Division of Undergraduate Education and Academic Planning

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,201 to $4,668 per month ($50,412 to $56,016 annually)

Salary is commensurate with experience.

Position Summary

The Division of Undergraduate Education and Academic Planning is comprised of several units, all of which hold the students we serve at the heart of our institutional mission. One of these units is the Undergraduate Advising Center (UAC), which provides comprehensive academic counseling to help students achieve their academic, personal, and career goals. The center assists undeclared students explore and declare a major, identify their strengths and interests, and help students overcome academic and personal challenges. In addition, the UAC helps all students understand SF State's general education and university requirements, policies and procedures. Our goal is to encourage self-advocacy, promote academic success, graduation, and a lifetime of learning.

The Office Coordinator reports directly to the Director of the Undergraduate Advising Center and functions under general supervision. This position provides complex support in the areas of administrative support services and human resources to the Director and the UAC. The incumbent will support the Director by coordinating meetings and events, completing and processing human resources forms, and ensuring staff absence reports and student payroll vouchers are completed in a timely manner. The incumbent will support the UAC by serving as the lead front-line administrative and organizational support, creating and monitoring the UAC service and counselor schedule, and evaluating and coordinating the office workflow. This will require communication with the Front Desk Lead Support, counselors, directors and other staff. To support the UAC, they will also assist with updates and maintenance of the UAC's website, and sort, manage, and analyze UAC data to compile and writing reports to evaluate the effectiveness of various UAC initiatives.

Position Information
  • Office Administrative Support Duties and Responsibilities include:
    • Provide administrative and organizational support for the Director of the Undergraduate Advising Center.
    • Serve as the UAC's liaison to Human Resources, Facilities, Telecommunications, Academic Technology, Fiscal Affairs, and other offices as needed.
    • Maintain, analyze, and prepare reports, evaluations, and surveys as needed by the Director.
    • Work independently to provide primary administrative and organizational support for the Undergraduate Advising Center.
    • Coordinate and manage day-to-day operations, including opening and closing the center each day.
    • Develop and maintain UAC flyers, signage, and publications.
    • Assist with updates and maintenance of the center's website: update drop-in hours, workshops, and other general updates.
    • Using Navigator/EAB, monitor UAC services and build and manage counselor schedules.
    • Provide coordination support for special events and activities.
    • Oversee, evaluate, and coordinate office workflow amongst office staff, graduate interns and student assistants.
    • Monitor departmental supplies, process purchase orders, and maintain paper and electronic files.
    • Track and maintain database for Special Majors.
  • Front Desk Support
    • Lead the recruitment, hiring, training, workflow and completion of tasks for UAC student assistants.
    • Ensure work stations and phones are functional.
    • Greet and screen in-person visitors to the front desk of the Undergraduate Advising Center.
    • Assist with answering and screening a high volume of phone calls from students, families and campus partners.
    • Schedule appointments and assist students with signing in for drop-ins.
  • Human Resources and Coordination of Student Employees
    • Provide posting information for positions to HR, interview scheduling across multiple offices, serving as first point of contact for candidates and sending out all interview related communications.
    • Assist with new hire integration which includes preparing E-TRAC submissions/updates, email set-up, online access, ID set-up, CS permissions, and general orientation to the office. Collect required hiring documents and create, submit, monitor the E-TRAC approval process for staff; obtain new hire's personal information for input into HRMS to generate new ID number or find existing ID number; verify start date and pay rate for new hire with management; create and submit new hire E-TRAC for staff member after verification received from management.
    • Follow up with Human Resources if any E-TRAC concerns arise; create and submit termination E-TRAC for any staff resignations.
    • Lead the recruitment, hiring, training, workflow and completion of tasks for up to 5 UAC student assistants.
    • Track student assistant time and ensure they stay within their work study awards and approved work hours.
    • Ensure the absence management reports are submitted for staff, student payroll vouchers are submitted and reportable time is approved and processed in a timely manner.

  • Other duties as assigned


Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would 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 program.

Typical knowledge and skill requirements:
  • Entry qualifications as described above.
  • 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 policy 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 relationships within and outside the work group and serve as a liaison for the organizational unit.


Preferred Qualifications

Education : Bachelor's degree or equivalent administrative experience

Experience : Equivalent to two years of progressively responsible clerical or technical office management experience. Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of administration principles, practices, and methods. This foundation would 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, and programs.

Preferred general knowledge :
  • Excellent verbal/written communication.
  • Standard office equipment (computers, copiers, phones) and standard office software packages such as, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and related computer programs (Google Docs, iLearn, Qualtrics, etc.).
  • University infrastructure, policies, and procedures.
  • Basic accounting procedures using Excel to maintain budget.
  • Familiarity with the Educational Advisory Board (EAB) and Student Success Collaborative (SSC).
  • Knowledgeable about SF State advising and academic support systems.
  • Experience in an academic or university setting.
  • California State University specific policies, procedures and infrastructure.
  • Experience with, or an understanding of, the CSU hiring/appointment process.

Preferred skills :
  • Methods and procedures for data analysis and the ability to apply them.
  • Excellent organization skills, attention to detail, and flexibility.
  • Effective communication, problem-solving and interpersonal skills in a fast-paced work environment.
  • Strong understanding of Microsoft Office Suite and Google Docs for producing documents and reports.

Preferred abilities :
  • Quickly learn office support technology systems and software packages (i.e. Campus Solutions/PeopleSoft, CMS, HRMS, EAB, SharePoint, Box, iLearn, Qualtrics).
  • Experience with web content management systems and ability to edit and design websites in Drupal.
  • Experience with InDesign and Photoshop.
  • Keep supervisor adequately informed, demonstrate regular attendance and positive performance evaluations.


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


Environmental/Physical/Special

Regular work hours are 8am-5pm, Monday through Friday. Ability to work occasional weekend hours and evening hours. Regular attendance is considered an essential job function; the ability to meet attendance requirement may preclude the employee from retaining employment.

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 employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

CSUEU Position (For CSUEU Positions Only)

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

Additional Information

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.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.


Closing Date/Time: October 5, 2022

Job Address

San Francisco, California 94132 United States View Map