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Description: Working Title Administrative Office Coordinator (AOC) 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 Computer Science Department - 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 $4,916 - $5,600 Per Month ($58,992 - $67,200 Annually) Salary is commensurate with experience. Position Summary The Computer Science Administrative Office Coordinator (AOC) independently provides day-to-day administrative and operational support for all aspects of the Computer Science Department, with 17 full-time faculty, 20+ part-time lecturers and GTAs, and over 1,800 majors. This position works closely with the department chair to oversee budgets, class schedule, hiring, enrollment analysis, reports, maintains departmental website, coordinate faculty/staff/student hiring processes and payroll, and organize special events. The AOC provides lead work to two administrative staff and is responsible for office reception, including interactions with future and current undergraduate and graduate students, faculty, and the general public. This position is responsible for maintaining faculty and student files and databases, disbursing funds for scholarships, reimbursements, and all related fiscal tasks. The incumbent also attends faculty meetings and interacts with other university members to implement policies and procedures and performs other duties as needed. The AOC reports to the Chair of the Computer Science Department. Position Information Department Office Management Independently manages department office, and assists the Chair in department functioning and structure, including: Interprets policies Develops procedures for office operations Processes personnel hiring and payroll Proposes revisions to department policy Serves as a liaison between Chair and faculty on administrative issues Develops department records Coordinates with Chair on budgets, scheduling, and student grades Submits general work orders and maintenance requests Handles admission questions Supports graduate admission processes and decisions Manages all prospective and continuing student inquiries Provides lead work to office ASCs and student assistants Prepares and sends out CS Newsletter to all CS majors and keeps website up to date. Audits all withdrawals, change of major and other petition paperwork for completeness. Personnel Support Prepares and processes department personnel transactions including appointments of lecturer faculty, teaching associates and graduate assistants. Coordinates hiring paperwork and background checks for all new hires. Coordinates hiring of student employees (graders, research assistants, office assistants). Sets up department policies to adhere with university HR policies. Interprets, disseminates, and advises department personnel on HR University policies and practices. Lead Work Manages program operations and provides lead work to office staff and student assistants, including schedule management and coordination for the department. Responsible for training and motivating office staff. Anticipates departmental needs to allocate work in a way that ensures the office operates smoothly. Liaises between administration, faculty, staff, other campus entities, and property survey team. Provides support for increased major enrollment, increased complexity of affiliated programs, increased faculty recruitment/search efforts, and large student-organized clubs and events such as ACM Student chapter and SF Hacks. Department Budget Management Keeps department chair and COSE finance office updated on department budget and accounts. Prepares requisitions, monitors allocations, and monitors grant expenditures for faculty RRT. Orders office supplies Processes keys, telephone, and work order requests. Coordinates maintenance contracts and insurance for department equipment. Manages payroll expenses for faculty, staff, and student positions. Processes reimbursements. Arranges office and lab moves and equipment purchases. Schedule Building Assists the Chair in the development and construction of course scheduling and submits three semester schedules per year (Spring, Summer, Fall). Develops appropriate reports of each semester's schedule. Assists Chair in enrollment planning and management, proposed new course offerings and submission of course scheduling and room requests into the Oracle based CS system. Coordinates information with college curriculum staff. Special Projects Miscellaneous special projects, including preparation of reports and analysis summaries; curriculum, faculty, student, and fiscal data analysis; grants and contracts assistance; and development of promotional and public relations material for the department. Other Duties as Assigned Minimum Qualifications 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. Working knowledge of and ability to apply policies, procedures, concepts, standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Working knowledge of budget policies and procedures and operational and fiscal analysis and techniques. 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 make independent decisions and exercise sound judgment. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. 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 Equivalent of 3-4 years of office administrative experience including overseeing others. Possess effective interpersonal and communication skills to work with a variety of individuals; effective organizational, multi-tasking and research skills; possess customer service skills; knowledge of or ability to learn University online systems; ability to use MS Office and Adobe applications; use/operate/troubleshoot fax/copy machines and printers; ability to conduct internet research; ability to update existing websites. Ability to work independently on a daily basis without direct supervision for all projects; ability to work well under pressure with constant interruptions; detail-oriented; accountable for own work results; troubleshoot office administration problems and respond to all inquiries and requests; working knowledge of operational arid fiscal analysis/techniques; effectively interpret, organize and disseminate information and ideas in written or presentation form; effectively handle interpersonal interactions at all levels; process highly confidential/sensitive documentation and issues. Handle walk-in, phone, and email inquiries. Experience working in a higher education academic department or other University setting. Working knowledge of online University management system: Campus Solutions (CS), Common Financial Management System (CFS), Human Resources Management System (HRMS/ PeopleSoft E-TRAC) and Online Schedule Building. Strong familiarity with Microsoft Office Suite, Google Documents, Outlook and similar software applications. Environmental/Physical/Special This position requires sitting at a computer for long periods of time. Moving and lifting boxes up to 50 pounds is required. Coordination of special departmental events may require occasional work on weekends and the work week will be adjusted accordingly. 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