Administrative Support Coordinator (Administrative Support Coordinator I) - Mathematics (515931)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Jun 24, 2022
Full Time Administration and Management Clerical and Administrative Support Education and Training

Job Description

Description:

Working Title

Administrative Support 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

Mathematics Department, in the College of Science & Engineering (CoSE)

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

$3,393 to $3,770 per month ($40,716 to $45,240 annually)

Salary is commensurate with experience.

Position Summary

The Mathematics Administrative Support Coordinator (ASC) is responsible for operating and maintaining the efficiency of the department through providing services and support to faculty, staff and students. This position is a public face of the department and requires the ability to assist people in a friendly and competent manner at all times. The Math Department consists of 23 Tenured/Tenure-track faculty, about 25 lecturers and 30 Graduate Teaching Associates, about 210 undergraduate majors and 40 graduate students, four degree programs, and over 2500 FTES per year. The Academic Support Coordinator works closely with the Academic Office Coordinator as well as the Department Chair. The primary duties include interaction with office staff, faculty, students, and community; clerical support including managing the main office, office assignments, textbook inventory and math library; student payroll, training, and supervision; event planning; and supervising repair of resources.

Position Information

Student payroll, training, and supervision
  • processing hiring paperwork and online hiring (e-TRACs) of all hourly student employees
  • student payroll (for student assistants and graders, monthly pay vouchers, terminations,
  • expenditures) and building schedule for student assistants
  • supervising and training student assistants

Clerical support
  • typing correspondence
  • office assignments (keys, codes for doors, copiers and lockers, signs, cleaning out offices, furniture purchase, office hours list, etc.)
  • maintaining the department textbook inventory and math library
  • ordering supplies (for office, teaching, research, etc.)
  • completing monthly Procurement Card reports to submit to Fiscal Affairs and Accounts Payable
  • arranging for reimbursement for faculty and student expenses
  • managing the reception and delivery of physical mail
  • updating the department web page and newsletter
  • managing the scheduling of department controlled rooms
  • downloading application files to department graduate programs and scholarships

Customer service
  • Interaction with office staff, faculty, students, and community through:
    • meeting with AOC and Chair
    • ensuring timely responses to office telephone calls and emails
    • ensuring sufficient in-person coverage for advising/helping/redirecting walk-in inquiries
    • notifying students and instructors of changes in class schedule, campus and department protocols
    • notifying students and instructors of deadlines for scholarships, jobs and other opportunities
    • coordinating student assistant work schedules for smooth office function

Coordination and execution of event planning

Special projects as assigned
  • supporting and working closely with AOC in matters related to office policy and procedures and departmental events

Repair of resources
  • coordination of repairs to offices, telephones, office machines, computers, etc.

Other duties as assigned

Minimum Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
  • Experience to be fully functional in all technical aspects of work assignments.
  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  • Ability to independently handle multiple work unit priorities and projects.
  • Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
  • Working knowledge of budget policies and procedures.
  • Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
  • Ability to draft and compose correspondence and standard reports.
  • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.


Preferred Qualifications
  • BA/BS degree.
  • Experience must include initiating, executing and coordinating office tasks and special projects with a strong sense of independence and clear judgment.
  • Excellent English grammar/punctuation, spelling, communication skills, resourcefulness, initiative, and desire to help individuals.
  • Ability to operate office equipment and troubleshoot problems, ability to learn new software, experience with Microsoft Office Suite, effective phone skills, use of email, and adaptability to a dynamic office environment.
  • Capability to handle and coordinate multiple projects independently with frequent interruptions, and prioritizing workload and deadlines while maintaining accuracy.
  • Friendliness and a positive "can-do" attitude along with personal responsibility and accountability.
  • Experience handling correspondence and a higher range of interpersonal contacts within and outside of the university, while maintaining confidentiality and sensitive information.
  • Experience and commitment to being a constructive and participating member of a team environment is crucial.
  • Excellent people skills.
  • Experience in a university setting or a CSU campus and knowledge of university policies and procedures including university operating systems is preferred.
  • Experience in supporting and working with senior management in an office setting is a plus.
  • Experience ordering office resources such as office supplies.
  • Familiarity with the work and culture of mathematics departments.


Environmental/Physical/Special

Sit at a desk in front of a computer for long periods of time. Frequent walking, stooping, squatting, and lifting items weighing up to 20 pounds. Maintain an eight-hour work day Monday through Friday, but not including the 1200-1300 hour.

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).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

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: 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

San Francisco, California 94132 United States View Map