Intake & Operations Coordinator (515657)

  • Cal State University (CSU) LA
  • Los Angeles, California
  • Jun 22, 2022
Full Time Administration and Management

Job Description

Description:

Job No: 515657; 06/21/2022

INTAKE & OPERATIONS COORDINATOR

Administrative Support Coordinator I
Rongxiang Xu College of Health and Human Services.

Salary Range: $3,276 - $5,148/Monthly

Work Schedule: Full-Time; Monday to Friday 8.00 a.m. to 5.00 p.m.; non-exempt. Twelve-month temporary appointment; may be extended, may become permanent.

Essential Functions: Under the direction of Director of Student Success and Advising, the Intake and Operations Coordinator has the primary responsibility for coordinating and providing student intake/screening and daily operations/logistics coordination for the RXCHHS Advising Center. This position screens, prioritizes, and provides general academic information to RXCHHS students on a variety of topics, including the college's programs and degree requirements. The coordinator will: determine if a student's situation must be escalated to an advisor via walk-in, appointment, or electronic advising; refer students to faculty/departmental advisors, career counselors, academic support services, counseling and psychological services, and other resources as appropriate; serve as the main contact person for the RXCHI-IS Advising Center and works closely with Professional Advisors, RXCHHS departments, RXCHHS Dean's Office, and other University Offices as needed; attend campus meetings, trainings, and professional development workshops; maintain, gather, and analyze data pertinent to assessing the walk-in, appointment, and electronic advising needs of students at RXCHHS; use data to create, coordinate, and evaluate the daily, weekly, and semester advising calendars to ensure optimum advisor availability for students while balancing the administrative time necessary for advisors' special projects; identify, research, analyze, and recommend solutions to operational issues, unit priorities, and institutional policies affecting the advising of students in the College; create, update, and share documentation related to RXCHHS advising policies, practices, and procedures; recruit, train, supervise, and provide work direction for student assistants; project-manage, coordinate, and implement the creation, updating, revision, and evaluation of online web content and print materials for the unit; assist in the planning, implementation, and evaluation of academic advising workshops and programs; provide proactive administrative support for the Director; coordinate logistical details (e.g. calendar coordination, room and equipment reservation, publicity, duplication of supplemental materials, ordering of supplies, agenda creation, minute taking, etc.) for unit operations, meetings, and programs; and coordinate and maintain oversight and security of student files/records, including purging of files and maintenance and scanning of student records.

Required Qualifications & Experience: Equivalent to three years of general office experience, which included providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Strong ability to exercise independent initiative and sound judgment within general guidelines with the acumen and sensitivity to assess and identify those situations and decisions that require higher-level approval or consultation. Ability to prioritize people and situations. Strong ability to manage complex calendars and determine necessary modifications to the daily, weekly, and semester schedules of multiple individuals to meet students' advising needs. Ability to proactively use data to assess and make recommendations to streamline and improve office operations. Excellent interpersonal and customer service skills (poise, active listening, tact, diplomacy, patience, discretion, assertiveness) to effectively interact with students, staff, faculty, and the public in-person, by telephone, and via e-mail. Demonstrated ability to understand, remember, and explain detailed information orally and in writing with accuracy and clarity. Demonstrated skill in organizing and work and prioritizing tasks to meet deadlines despite frequent interruptions. Ability to manage heavy workload and handle multiple tasks with potentially competing deadlines, while maintaining accuracy. Demonstrated accuracy and orderly work habits in deadline with large volumes of paperwork and detail. Ability to proof and correct own work. Working knowledge of standard correspondence formats. Ability to create print materials to promote unit programs and services. Proficiency in Microsoft Windows, Outlook, Excel, PowerPoint. Experience with multi-line telephones, scanners, fax, and copy machines. Skill in establishing and maintaining effective paper and electronic filing systems. Ability to maintain confidentiality. Demonstrated ability to work effectively as a team member and independently.

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 system-wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

Preferred Qualifications & Experience: A bachelor's degree. Experience with and an understanding of the goals, functions, and structure of higher education, academic advising, and student services. Experience documenting, updating, and sharing operational and procedural documentation and manuals. Demonstrated experience updating content on webpages. Experience assisting student service professionals in the development, implementation, and evaluation of advising programs and services. Knowledge of Cal State LA programs and services, especially those offered within the Rongxiang Xu College of Health and Human Services.



California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Closing Date: Review of applications will begin July 6 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women, and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)

No

Job Address

Los Angeles, California 90032 United States View Map