Emergency Hire, Academic Office Coordinator (Administrative Analyst/Specialist, Non-Exempt) - School of Music

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Mar 07, 2024
Administrative Analysis and Research Clerical and Administrative Support Emergency Management

Job Description

Working Title

Academic 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

School of Music

Appointment Type

This is a temporary non-benefitted position up to 180 days.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range

$4,300.00 - $4,600.00 Per Month ($51,600.00 - $55,200.00 Annually)

Salary is commensurate with experience.

Position Summary

Under the general direction of the Director, the School of Music Academic Office Coordinator executes and coordinates administrative operations necessary to run a large, complex and diverse academic department to ensure students and faculty are supported. Assists Department Chair in all department management/administrative responsibilities, providing analysis and reports. The Academic Office Coordinator (AOC) coordinates with the Director, faculty and other staff in interpreting, developing, implementing, monitoring, and evaluating policies and procedures related to the operations and needs of the School of Music. In collaboration with the Department Chair, faculty,and other department staff, the AOC will help support different programs and spaces housed in the School of Music. Assists the Director with fiscal matters including budget projection and allocation, and monitoring department expenditures and related record keeping. In consultation with the Director, prepares class schedules, bulletin revisions and all curricular proposals and documents. Coordinates and expedites with the Director all hiring documents, personnel and payroll transactions. Leads and coordinates departmental communications and record keeping. Provides staff support for departmental activities and events. Serves as Department liaison with the College of Liberal & Creative Arts and other University units. Applies initiative and independently plans, organizes, coordinates and performs work in various situations where numerous and diverse demands are involved.

Position Information

Coordinate Department Office and Operations
  • Coordinates day-to-day operations of department office.
  • Provides professional and student-focused response to in person and telephone inquiries, ensuring students
  • feel heard and cared for at the department level, supporting enrollment and retention.
  • Provides first line response and troubleshoots problems and issues brought by students.
  • Analyzes department staffing needs for office, class, and facility support.
  • Oversees the recruitment, hiring, and training of student employees.
  • Coordinates hiring paperwork for lecturers, TA, GA positions, accompanists, and staff. Order keys.
  • Creates rosters for private studio instruction classes. Facilitate photocopy needs. Serve as a resource for chair and faculty for interpreting university policies and procedures such as travel and field trip regulations, registration, admissions, senate policies, etc.
  • Leads and coordinates department correspondence with prospective students, parents, donors, and community members.
  • Maintains and updates the department website in consultation with the Director.
  • Oversees processing of student petitions, faculty evaluations, and departmental paperwork. Provide fact-finding historical data, editing and production support for departmental accreditation projects. Serve as liaison between faculty and Events Management, admissions, financial aid, international studies, development, DPRC, Plant Ops, and other university departments.
  • Creates and updates departmental advising checklists for use by majors and advisors. Create and maintain student social networking resource.
  • Monitors attendance for MUS 150 concert series.

Budget Coordination and Analysis
  • Tracks and monitors budget and expenditure allocations for departmental operations; analyze projections about departmental needs; advise chair on hiring and purchasing needs, priorities, and feasibility.
  • Coordinates and implements university policies regarding purchasing and travel expenditures.
  • Analyzes student body demographics and instructional needs for program budget planning.
  • Prepares adjunct faculty budget and reports to college on census enrollment data as it relates to the faculty appointment levels.
  • Assigns rosters for private studio instruction classes based on availability of department resources and student eligibility. Calculate teaching loads for faculty and lecturers according to applied lesson enrollment and courses assigned.
  • Reconciles and balances all SFSU and U-Corp accounts (approximately 40 accounts) and maintain a full understanding of usage and restrictions of individual accounts.
  • Maintains and updates vendor database updates, including monitoring of revenue and spending. Planning and procurement for operational and development revenue and spending. Prepare allocation requests for department expenditures.
  • Prepares projections for department needs for work-study, GA and TA positions and funding, and request budget allocations from Dean’s office.
  • Oversees expenditures of student employee funds. Adjusts hiring assignments as necessary to reconcile with disbursed funding levels.

Event Coordination
  • Plans and coordinates special events, including testing days, departmental juries, graduation, and showcases.
  • Coordinates the audition process, supervise departmental admissions, and send acceptance notifications.
  • Creates department concert season: schedule tri-weekly daytime recital series, student and faculty evening performances and degree recitals for graduating students. Coordinate registration, facilities, and rehearsal needs for said events.
  • Communicates production needs to other University departments, including Tech Services, Publicity, Development, Disability Resources, Plant Ops, etc.
  • Creates and publishes online program information for department recitals. Advises chair on course scheduling regarding space allocation and emphasis-area conflicts.
  • Analyzes and ranks departmental needs for ensemble, studio, and individual recitals and performances; collaborate with events team and techs to allocate resources accordingly.
  • Oversees additional bookings of classroom and rehearsal spaces throughout the semester including but not limited to the Alumni Gala, Menuhin Competition, and Donor’s Birthdays.

Student Data Collection and Analysis
  • Creates and maintain databases to track undergraduate and graduate applicants and majors. Identifies students in need of advising to appropriate academic advisors.
  • Determine student eligibility for private lessons.
  • Determines eligibility of scholarship applicants.
  • Prepares scholarship offer letters, submits requests to financial aid, and facilitates renewal process.

At All Times
  • Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi - Cultural University (P30D)
  • Demonstrate safe work practices for oneself, others and the office environment.

Other duties as assigned

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 t raining and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Typical knowledge and skill requirements:
  • 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 policies 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 working relationships within and outside the work group and serve as a liaison for the organizational unit.
  • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
  • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
  • Working knowledge of operational and fiscal analysis and techniques.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
  • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Ability to train others on new skills and procedures and provide lead work direction

Preferred Qualifications

• Experience working in an office or academic environment.
• Background or experience working in arts administration and/or knowledge of and passion for music and the performing arts.

Core Competencies - embody the following competencies:
Bias toward collaboration and teamwor
  • Effective communication across a variety of venues.
  • 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.

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.

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.

CSU strongly encourages 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 are encouraged 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 hrwww@campus.edu.

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.

Advertised: Mar 04 2024 Pacific Standard Time
Applications close:

Closing Date/Time:

Job Address

San Francisco, California 94132 United States View Map