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Description: Job No: 523910; 01/27/2023 Intake and Operations Coordinator Administrative Support Coordinator I College of Business & Economics Advisement Center Salary Range : $3,505 - $5,508/Monthly Work Schedule : Full-Time, Monday - Thursday, 9:00 a.m. to 6:00 p.m. & Friday, 8:00 a.m. to 5:00 p.m.; temporary position, ends on or before one year from the date of hire; may be extended; may become permanent; non-exempt classification. Essential Function s : Under the direction of the 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 College of Business & Economics (CBE) Student Services Center. This position screens, prioritizes, and provides general academic information to CBE students on a variety of topics, including the College's programs and degree requirements. The coordinator determines if a student's situation must be escalated to the director or an advisor via walk-in, appointment, or electronic advising. As necessary, the Intake and Operations Coordinator refers students to faculty/departmental advisors, career counselors, academic support services, counseling and psychological services, and other resources as appropriate. This position serves as the main contact person for the CBE Student Services Center and works closely with faculty and staff advisors, CBE departments, CBE Dean’s Office, and other University Offices as needed. This position maintains, gathers, and analyzes data pertinent to assessing the walk-in, appointment, and holistic advising needs of students at CBE. The incumbent uses this 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. In consultation with the Director, the incumbent identifies, researches, analyzes, and recommends solutions to operational issues, unit priorities, and institutional policies affecting the advisement of students in the College. This position creates, updates, and shares documentation related to CBE advising policies, practices, and procedures. The Intake and Operations Coordinator recruits, trains, supervises, and provides work direction for student assistants. This position project-manages, coordinates, and implements the creation, updating, revision, and evaluation of online web content and print materials for the unit. In partnership with the advisors, the incumbent assists in the planning, implementation, and evaluation of academic advising workshops and programs. As needed, the incumbent provides proactive administrative support for the Director. This position coordinates 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. The incumbent coordinates and maintains oversight and security of student files/records, including the purging of files and maintenance and scanning of student records. Required Qualifications & Experience : Incumbent must possess: 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; experience with multi-line telephones, scanners, fax, and copy machines; working knowledge of standard correspondence formats; proficiency in Microsoft Windows, Outlook, Excel, PowerPoint; excellent interpersonal and customer service skills (poise, active listening, tact, diplomacy, patience, discretion, assertiveness) to effectively interact with students, staff, faculty, and the general public in-person, by telephone, and via e-mail; demonstrated skill in organizing work and prioritizing tasks to meet deadlines despite frequent interruptions; demonstrated accuracy and orderly work habits on deadline with large volumes of paperwork and detail; and skill in establishing and maintaining effective paper and electronic filing systems. Incumbent must possess the 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; prioritize people and situations; manage complex calendars and determine necessary modifications to the daily, weekly, and semester schedules of multiple individuals to meet students’ advising needs; proactively use data to assess and make recommendations to streamline and improve office operations; understand, remember, and explain detailed information orally and in writing with accuracy and clarity; manage heavy workload and handle multiple tasks with potentially competing deadlines, while maintaining accuracy; proof and correct own work; create and print materials to promote unit programs and services; maintain confidentiality; and to work effectively as a team member and independently. Incumbent must demonstrate an interest or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position. 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 . 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. Desired Qualifications : BA or BS 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 web pages. Experience assisting student service professionals in the development, implementation, and evaluation of advising programs and services; experience with PeopleSoft, EAB/Navigate LA system/tools, degree audit systems/tools, and GET; and knowledge of Cal State LA programs and services, especially those offered within the College of Business and Economics. Closing Date : Review of applications will begin on 2/10/2023 a nd 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