Administrative Coordinator (Administrative Support Coordinator I)

This is a part-time, permanent (probationary) position.

Conditions of Employment        

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

The California State University (CSU) is committed to safeguarding the health and well-being of our students, faculty, staff, administrators, and the communities we serve, as well as maintaining higher education access and attainment for our students, as such, we embrace a comprehensive strategy designed to reduce the likelihood of transmission of the COVID-19 virus.  The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption if eligible.  Any candidate advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy . Questions about the COVID-19 Vaccination Policy may be sent to [email protected] .  

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 as a condition of employment.

Application Deadline & Salary Information        

The application deadline is: Tuesday, June 7, 2022.

The salary range for this classification is: Minimum: $ 3,276.00 - Maximum: $ 5,148.00 

Major Duties

Under general supervision of the Academic Resource Manager and in collaboration with the Department Chair, the incumbent is responsible for overseeing all office activities. The incumbent will perform coordination of administrative support functions for the Modern Languages Department. The incumbent will coordinate many difficult tasks, set priorities, interpret different academic policies and procedures, and communicate effectively with faculty, students, and staff, in-person by telephone and electronic communication. The incumbent is expected to compose and type memos, letters, notices, directives, bulletins, schedules, and agendas; schedule and coordinate appointment calendars, travel, arrange meetings and ensure that proceedings are properly recorded; track, and report on department expenditures; create and maintain filling systems for administrative activities, curriculum, faculty personnel, and student records. Incumbent will also provide lead work to other staff and student assistants.

Qualifications

Required Education and Experience

A high school program, technical/vocational program, or their equivalents combined with several years of related office work experience, equivalent to three (3) years.

Knowledge, Skills and Abilities

Knowledge of:
-Thorough knowledge of correct English grammar, spelling and punctuation;
-Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages;
-Knowledge of records management;

Ability to:
-Ability to perform standard business mathematical functions, including tracking and comparing data;
-Ability to establish and maintain effective working relationships, and handle sensitive situations;
-Ability to coordinate multiple different tasks with frequent interruptions;
-Ability to communicate effectively both written and orally;
-Ability to independently handle multiple work unit priorities and projects.
-Ability to handle confidential information and use a high level of discretion

Skill in:
-Skill in using the following software applications: Excel, Word, Outlook, PowerPoint and Access;
-Skill in learning unfamiliar or specialized software such as PeopleSoft Student Module, Financial Data Warehouse, and Campus Labs;
-Highly developed skill in administrative functions, calendar maintenance, thorough follow up ability, planning meetings and events;
-Skill in interpersonal relations, teamwork and team-building, and customer service.

Preferred Qualifications

Preferred Education: Bachelor's degree or the equivalent.

Preferred Experience: Five (5) years both inside the CSU system and beyond. Successful incumbents are familiar with our system-wide policies and the functions of higher education in a publicly funded, collectively bargained environment.

Responsibilities

50% Independently responsible for the coordination of the day-to-day functions in support of departments and or programs.

- Compose and prepare memos, letters, notices, and bulletins as requested;

- Provide confidential assistance related to student issues and records that are sensitive in nature;

- Provide administrative support related to program reviews, accreditation, grant submission, and other projects;

- Assist program coordinator/department chair in the faculty recruitment process;

- Coordinate with Dean's office staff with work flow to the CAH Dean's Office and with assistance on special projects;

- Coordinate program/department-related meetings by scheduling, preparing agendas, and following-up on action items that arise from the meetings;

- Assist in responding to student inquiries, requests for service, and complaints via phone, e-mail or in person; follow-through on the resolution of problems;

- Coordinate and/or assist with program/department-sponsored special events;

- Maintain program/department alumni database;

- Assist in releasing student department holds;

- Develop and maintain files and other records related to personnel, class scheduling, student and enrollment, budgetary and financial matters;

- Assist program coordinator/department chair in preparing semester class schedules, including entering data in the campus network system;

- Report faculty absences to the dean's office.  

40%  Provide clerical support for departments and programs including but not limited to:

- Maintain calendar for Department Chair;

- Process travel forms;

- Order supplies and services as necessary and maintain office supply inventory;

- Solve problems, schedule repairs and other services, and track department accounts and expenditures;

- Plan and coordinate clerical work activities for student worker;

- Maintain directory listings and faculty office hours;

- Serve as program/department receptionist;

- Provide assistance to new faculty in work processes and procedures;

- Complete access forms, i.e., key requests, CMS access, email account;

- Assist faculty with processing travel forms;

- Assist faculty with acquiring instructional supplies and copies of instructional materials.

10% Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills is an 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, or protected veteran status.   For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free.  Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property.  Education Code 42356, CCR Title 5, Article 9