Program Coordinator -- Administrative Analyst/Specialist - Exempt I (Temporary through August 31, 2022, with the possibility of (505745)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Nov 13, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Project Management

Job Description

Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,897.00/month to $5,474.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Project IMPACT, a Student Support Services (SSS) Program, is funded through the TRIO division of the United States Department of Education. The SSS program is a five-year grant (2020-2025), renewable annually. It provides undergraduate students with disabilities non-mandated support services, including academic advising, career planning, subject specific tutoring, scholarship guidance, graduate school advising, personal wellness counseling, assistive technology training, academic and personal skills building workshops, and financial aid and personal finance education support. The purpose of this program is to provide services to increase retention, student GPAs and graduation rates of students with disabilities.

Under the general direction of the Program Director, the Project IMPACT Program Coordinator is responsible for implementing and monitoring all mandated services under the program, as well as providing direct service support in the above mentioned areas. The Program Coordinator will be required to monitor the budget and ensure all program activities remain within grant-mandated limits; ensure all policies and procedures are followed as outlined in Federal, State and University guidelines in daily operations and decisions; conduct workshops in the areas of academic skills building, personal finance, financial aid, wellness, and assistive technology as mandated by the approved grant; and maintain all data, records and reports required by the grant program, including the Annual Performance Report, Annual Student Survey, and Graduation/Retention reports. Additionally, the Program Coordinator will be fully trained and attend updated sessions on grant reporting and documentation requirements under EDGAR, Americans with Disabilities Act, and other areas to ensure students have complete and full access to all University programmatic facilities and services.

This is a temporary, full-time grant funded position through August 31, 2022, with the possibility of reappointment.

Responsibilities

Program Administration

Coordination
  • Independently Coordinate the Project IMPACT program, collaborating with Accessibility Services' (AS) Director as needed.
  • Initiate processes and track day-to-day operational needs of the program, coordinating and following up with other campus departments as needed. Problem solve complex situations affecting the day-to-day operations of the program, in compliance with grant mandates.
  • Maintain all confidential participant records, including participants' eligibility records as required under TRIO guidelines.
  • Lead Blumen database development, maintenance and staff training as needed.
  • Monitor the program's progress towards the objectives and key performance indicators outlined in the grant proposal, including all program participants' retention and graduation rates.
  • Attend annual Coordinator trainings and other TRIO trainings as needed to remain current on TRIO regulations and to maintain compliance.
  • Relay regulation updates to Project IMPACT staff and Director.
  • Provide quarterly and annual performance reports, and other ad hoc reports as required or requested by qualified Federal, State or University authorities.
  • Oversee and update Project IMPACT's computer lab to ensure compliance with all mandates and laws under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act.
  • Create content for the Project IMPACT website, and ensure that all information contained is current, accurate and complete.

Lead Team
  • Recruit, hire, train and provide lead work direction to TRIO staff including Academic Wellness Counselor, student tutors, coaches, student admin support and other grant staff in collaboration with Director.
  • Oversee staff and student assistant payroll and approve timesheets.
  • Lead weekly staff meetings and agendas for the Project IMPACT staff.
  • Lead other program staff in the development and implementation of adjustments to service delivery as needed to improve the program's performance on its objectives and key performance indicators.

Collaborate with other departments and stakeholders
  • Communicate with Department of Education's Program Officer on issues related to compliance with TRIO regulations, Grant Award Notifications (GAN) and receive direct communication regarding program updates
  • Consult with other TRIO colleagues as needed and make recommendations to AS Director.
  • Attend all Principal Investigator quarterly meetings as designated by ORSP.
  • Serve as the liaison with the AS office, EXCEL, EOP, AACE, Financial Aid, General Education and other student support service areas under the program.
  • Represent Project IMPACT independently when appropriate at campus events and outreach, as required by TRIO regulations.
  • Coordinate with all campus departments such as Facilities Management, AS, Environmental Health and Safety, Information and Technology Center, Assistive Technology Services Office, University Police Department and other areas on campus mandated with safety and operational management of the Project IMPACT office.
  • Attend all AS staff meetings as needed or requested to communicate the current status of the program in meeting its goals and objectives.
  • Act as Liaison with AS counselors to coordinate student support.
  • Inform AS Director immediately of participants at risk of harm to self or others. Submit CARE reports as appropriate.
  • In collaboration with other Project IMPACT staff, coordinate the delivery of subject specific tutoring as mandated by the grant.

Specialized Administrative Functions
  • Project annual budget for each of the five award years.
  • Develop the proposed budget and budget narrative as directed for the Department of Education's Program Officer each year of the grant cycle.
  • Reconcile monthly budgets with Office of Research and Sponsored Programs (ORSP) to ensure compliance with TRIO regulations for spending. Make suggestions regarding revisions to the proposed budget to the Director of AS to ensure efficient use of federal funds.

Plan Individual Services to Students
  • Create and lead individualized educational and disability-related support goals for student participants to promote a "holistic" academic and personal life balance.
  • Meet with participants individually to address goals as stated above, coaching students through academic skill development.
  • Reevaluate and adjust supports for individual students at risk of not meeting persistence and graduation goals.
  • Create, organize and deliver content-driven workshops to program participants on a quarterly basis in required content areas.
  • Ensure student completion of all necessary applications for Financial Aid, including the FAFSA, on an annual basis.
  • May provide direct tutoring to a program participant when a tutor is unable to be secured in this same subject.

Other Duties As Assigned
  • Complete tasks or duties not specified in the grant program plan, but for which are necessary in order to meet overall program goals and objectives on a broader spectrum.
  • May be called upon to provide unique or one-time services for students in order to promote the safety, academic performance, or personal progress of a student
  • Other duties as assigned.

Required Qualifications
  • Demonstrated experience working with students with disabilities, including those with significant mental health challenges and those with developmental disabilities such as Autism
  • Demonstrated experience with coordinating programs, services or departments
  • Familiarity with grant-funded programs
  • Strong organizational and time-management skills
  • General competence with software such as Microsoft Office Suite, Google applications, Blumen, Accommodate, and Blackboard
  • Demonstrated successful presentation and facilitation skills
  • Excellent written and verbal communication skills and the ability to effectively communicate within a diverse community of faculty, staff, students and community
  • Ability to be flexible in challenging environments that often require rapid adjustments in scheduling and service provisions
  • Ability to creatively problem-solve and negotiate when policies conflict between Federal, State, and University requirements
  • Experience leading a team

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. 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 programs.

Preferred Skills and Knowledge
  • Three years professional student support services work
  • Master's degree in Counseling, Educational Psychology, Psychology or related field
  • Previous TRIO background is highly desirable
  • Knowledge of TRIO programs and their goals/objectives
  • Demonstrated experience with Blumen software is strongly preferred
  • Demonstrated experience training others in assistive technologies (Kurzweil 3000, Dragon Naturally Speaking, JAWS, ZoomText, mind mapping software, smart pen, etc.)
  • Knowledge of assistive technology devices (Kurzweil 3000, Dragon Naturally Speaking, JAWS, ZoomText, mind mapping software, smart pen, etc); models for the assistive technology assessment process, and theories governing assistive technology support and training
  • Assistive Technology Applications Certification or Credential is preferred
  • Ability to collect, analyze and organize data for reporting statistical information
  • An in-depth understanding of the financial aid process, student requirements for meeting academic progress standards, and required student-submitted financial aid documentation for the Financial Aid Office
  • General knowledge of budgeting and accounting practices
  • Experience with strategy instruction, such as effective reading strategies, note taking strategies, and study skills
  • Knowledge of legally mandated services to students with disabilities under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

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@csueastbay.edu.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map