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Description: Administrative Support Coordinator II Environmental Science & Management and Oceanography Job #527692 Close Date: Thursday, June 22, 2023 At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world. Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field. (Job #527692) Administrative Support Coordinator II 12 MO, Administrative Support Coordinator, Salary Range: $3,681 - $6,034 monthly. Hiring Range: $3,681 - $4,221 monthly. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Department Environmental Science & Management and Oceanography. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits . Position Summary: Under the lead work direction of the Department Chairs of Environmental Science & Management and Oceanography, the incumbent is responsible for the entire specialized clerical/administrative support and coordination to the department and associated areas, including the associated undergraduate programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently and involves coordination with staff and student employees. Key Responsibilities: 42% Office and Program Support (both independently and as directed by department lead) Coordinates the effective operation and administrative function of the department in alignment with best practices and rules and regulations Support reception and reception activity Sets work priorities, practices and schedules to ensure that administrative and instructional deadlines are met and conform to department, college, and university policies and procedures Assists students, faculty, staff, and the public in navigating university, college and department processes ranging from basic to complex. Works with Department Chairs to host students for fall and spring preview Create, maintain, and purge all current and historical departmental files and records according to retention schedule Maintain and distribute information to community members, students, faculty, and staff outside the department, through mail and email, press releases, bulletin boards, and web content. Assist the Department Chairs in ordering and maintaining inventory of textbooks Maintain the departments’ central mailroom and supply inventory. Order, store, and distribute instructional and office supplies. Maintain a master calendar for department activities (e.g., committee meetings, student meetings, visiting lecturers, workshops, and special events). Advise faculty regarding schedule conflicts, evaluating and recommending alternate dates. Attend department meetings and transcribe minutes. Coordinate special departmental events including graduation Coordinate scholarship awards and funds. Coordinate key, phone, work, and other relevant requests for department-controlled offices, workspaces, classrooms, and facilities Research and gather information from both campus and community sources as needed for analyses, reports, (e.g. APBD), presentations, purchases of equipment (e.g., copier) and supplies, etc. Other similar office or program support as needed or assigned 19% Budgets and Fiscal Records Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chairs and College Budget Analyst Regularly tracks revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepares periodic analyses of expenditures, and provides reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc. Manage and maintain records related to trust accounts, and scholarship or prize accounts Prepares and processes fiscal documents related to the operations of the departments and/or programs. Oversees collection and processing of payroll documents and tracks payroll expenses for student assistants, temporary help and pool positions, including verifying and tracking of state and federal work study for student assistants, to ensure department stays within budget. Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses. Adheres to spending regulations of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting. May provide guidance to the Department Chairs and/or program leader regarding appropriate expenditure of funds. Performs other similar budget or fiscal activities as needed or assigned. 19% Class Schedule Support, Course / Curricular Support, and Student Registration Support In cooperation with the Department Chairs, coordinates information to develop the class schedule each semester for both departments by gathering and compiling information, identifying possible problem areas or conflicts, outlining options, coordinating with other departments across campus and recommending solutions keeping in mind the university scheduling policy. Builds the class schedule and lecturer contracts in PeopleSoft. Proofs, corrects and reviews each update as necessary. Coordinates room, computer lab and large lecture requests, and schedules via current process Highlights special topic courses for the catalog and communicates information to Publications Coordinator. Communicates with Extended Ed to inform them of courses to advertise in their bulletin. Keeps curriculum related documents up to date (as needed) Collect schedules and syllabi from faculty each semester, generate office hours list and door cards. Works with Department Chairs to assign faculty advisors Creates and/or maintains curriculum paperwork Coordinates files, data, documents and paperwork associated with the implementation of scheduling and in support of the program and curriculum Coordinates field trip processes for faculty by entering data into PeopleSoft, requesting and confirming vehicles and verifying student liability waivers. Communicates directly with students (and faculty) about permission number and waitlist procedures for courses and manages permission numbers and wait lists for courses (as needed). Gathers course descriptions for each semester (as needed). Edits the descriptions to comply with department and university policies. Coordinates department course evaluations as needed Communicates with Extended Education keeping them informed of courses for which students can enroll through Extended Ed. Other Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed. Other similar Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed or assigned. 15% Administrative Personnel Support Coordinates the hiring and work reporting processes for all faculty, students and staff including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements Coordinates with APS on the creation and distribution of announcements for faculty and part-time faculty vacancies and recruitment Provides administrative support for faculty search committees including tracking of applications, communicating with applicants, making arrangements for phone and on-campus interviews, tracking expenses and collection of receipts and all required paperwork for processing reimbursements. Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees. In coordination with the Department Chairs, advertises for, and trains student assistants within the office, as needed Works with Department Chairs, APS, and faculty to hire graduate student TAs/GAs each semester and ensure their evaluations are conducted as per APS timeline. Other similar administrative personnel support as needed or assigned 5% Other Duties as Assigned Knowledge, Skills, and Abilities Associated with this Position Include: Knowledge of: Administrative and office procedures and systems such as word processing, managing files and records, and transcription, designing forms, and workplace terminology Principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction Business and management principles involved in strategic planning, resource allocation, human resources, leadership technique, and coordination of people and resources. Skills: Actively looking for ways to help people Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems Providing information to supervisors, co-workers, and others by telephone, in written form, e-mail, or in person Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Talking to others to convey information effectively Communicating effectively in writing as appropriate for the needs of the audience. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions Using computers and computer systems (including hardware and software) to enter data, or process information Performing day-to-day administrative tasks such as maintaining information files and processing paperwork and data Developing constructive and cooperative working relationships with others, and maintaining them over time Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail Developing specific goals and plans to prioritize, organize, and accomplish your work. Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards Scheduling events, programs, and activities, as well as the work of others Monitoring and controlling resources and overseeing the spending of money Encouraging and building mutual trust, respect, and cooperation among team members Abilities to: Concentrate on a task over a period without being distracted Apply general rules to specific problems to produce answers that make sense Combine pieces of information to form general rules or conclusions Communicate information and ideas in speaking so others will understand Listen to and understand information and ideas presented through spoken words and sentences Read and understand information and ideas presented in writing Communicate information and ideas in writing so others will understand Tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem Add, subtract, multiply, or divide quickly and correctly including the ability to choose the right mathematical methods or formulas to solve a problem Interpret and apply policies and procedures independently, using judgment and discretion to act when precedents do not exist Use software including but not limited to accounting software, Cloud-based data access and sharing software (ie. Google Drive), Enterprise resource planning ERP software (ie. Oracle Peoplesoft applications), Web page creation and editing, Document management software (ie. Adobe), Word processing software (ie Word and Google docs), Electronic mail software, Spreadsheet software (Excel and Google sheets), and other business and office software Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds. Minimum Qualifications: Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience. Preferred Qualifications: Experience in an instructional support capacity with a wide range of responsibilities Experience in managing complex budgets Experience in working with Cal Poly Humboldt software systems such as PeopleSoft and OBI. Equivalent to five years of progressively responsible administrative support experience which has provided the applicant with the knowledge and abilities listed above. Bachelor’s degree from an accredited college or university. Experience working in a university department or at Cal Poly Humboldt. Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button: Letter of Interest Resume or Curriculum Vitae Contact information for at least three professional references Application Deadline: The deadline to submit application materials is 11:55 p.m. on Thursday, June 22, 2023. Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626. Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi’ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies. Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply. Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed. 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 . Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment. CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS) Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position. Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu. Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: 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. Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training. Class Code: 1035 Publication Date: May 16, 2023 Closing Date/Time: June 22, 2023