Division of Academic Affairs/School of Education
Administrative Support Coordinator I
*** TEMPORARY POSITION WITH AN ANTICIPATED END DATE OF JUNE 30, 2023 ***
RESPONSIBILITIES & DUTIES:
Assistant to the Dean of Education
Leads a wide range of projects and provides support for the day-to-day functioning of the office of the Dean of the School of Education. Manages the Dean’s schedule, determining priorities. Sets meetings, appointments, and creates and manages communications between the Dean and their direct reports. Prepares administrative reports, forms, letters, memos, correspondence and materials, minutes, agendas, and other required documents for the Dean. Helps resolve issues related to both the filing and routing of forms for signature and other communications between the Dean and the School of Education (SOE), Faculty Senate, Human Resources, and Payroll. Works independently on multiple projects assigned by the Dean of Education and uses judgement to make recommendations on how to apply policies and procedures related to the academic units.
General Support to the School of Education
Supports the daily operations of the School of Education faculty, staff, and students and assumes front desk duties and responsibilities with a high degree of professionalism. Protects the confidentiality of student records in accordance with FERPA laws and regulations. Provides support to all SOE faculty with paperwork that includes, but is not limited to travel authorizations, travel expense claims, business expense claims, and check requests. Collects, reviews, and stores semester syllabi, tracks semester office hours, coordinates with faculty and Follett for semester book requests, and assists with guest parking permit requests and room reservations. Coordinates office relocation and set-up. Works with faculty to help with daily needs such as unlocking offices and classrooms, scanning, submitting Solution Center tickets, etc. Submits work orders for maintenance requests, building key and code requests, etc. Keeps track of SOE technology equipment inventory as well as SOE general supplies and orders new supplies as needed. May update SOE social media materials such as website and display as a backup. Serves as the primary pay warrant officer in the SOE.
Other duties as assigned.
REQUIREMENTS OF POSITION:
A minimum of 3 years professional office experience is required. Knowledge of basic university structure and procedures. Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Capable of entering and reading data. Must have excellent customer service, interpersonal, written, and verbal communication skills. Compose appropriate English language communications using correct oral and written grammar. Must be able to communicate effectively with a diverse population of students, faculty, and staff. Ability to communicate professionally and maintain confidentiality. Able to work in a fast-paced environment and prioritize projects in an efficient manner. Capable of maintaining composure with high volumes of phone calls, emails, and in person inquiries. Must be proactive and able to work with minimal supervision. A demonstrated ability to establish and maintain effective working relationships within a diverse community. Ability to independently handle multiple work unit priorities and projects. Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Preferred Experience:
4-year Baccalaureate degree;
Experience working in a college setting;
Bilingual or multilingual;
Familiarity with PeopleSoft software.
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 apply for the position.
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.
Hiring Range: $3,276.00-3,600.00 per month
This position is eligible to participate in the telecommute program. Approval should come from the department administrator and reviewed every six months, as the business needs may change any given time.
