Administrative Support Coordinator (Administrative Support Coordinator I) - Computer Science Department - College of Science & Engineering

Apply now Job no:535742
Work type:Staff
Location:San Francisco
Categories:Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Working Title

Administrative Support Coordinator

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 [email protected].

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

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday through Friday, from 8:00am to 5:00pm

Anticipated Hiring Range

$3,550.00 - $4,100.00 Per Month ($42,600.00 - $49,200.00 Annually)

Salary is commensurate with experience.

Position Summary

The Administrative Support Coordinator is responsible for operating and maintaining the efficiency of the Department of Computer Science through providing services and support to faculty, staff, and students. This position is a public face of the department and requires the ability to assist people in a friendly and competent manner at all times for our 1,900 majors. The Administrative Support Coordinator independently provides clerical and administrative support such as office reception, filing, copying, and drafting correspondence. The incumbent oversees the provision of clerical assistance provided to faculty, management and other staff by other clerical support staff and student assistants in the Computer Science Department, schedules events within the College, assists the Academic Office Coordinator (AOC) and chair with tenure-track hiring, and performs other duties as necessary. The incumbent receives direction from the AOC and reports to the Computer Science Department Chair.

Position Information

Student Hiring & Payroll: Faculty Support 

• Create and submit E-TRAC transactions (hiring, termination, data changes, etc.) via DocuSign.
• Submit background checks for student employees.
• Track and keep records of student hiring and related hours.
• Ensure compliance with applicable regulations.
• Coordinate monthly student payroll process.
• Conduct new student assistant & ISA hiring orientation.

Clerical Support 

• Assist with forms; communicate correct procedures and policies.
• Maintain files for all graduate student theses and graduation applications.
• Textbook support (order desk copies, liaison with bookstore, research related to purchases).
• Office assignments (maintain office hour list, key orders, cleaning out offices).
• Reserve rooms for instruction and events, on-boarding faculty interviews, and student clubs and campus events.

Graduate Seminars Support 

• Create graduate seminar flyers & announcements.
• Input seminar response grades on Canvas.
• Assist with logistical planning of external seminar speakers.

Customer Service 

• Daily interaction with office staff, faculty, students, and community through meeting with AOC and Chair; answering telephone calls and responding to emails; assisting & redirecting walk-in inquiries for our majors.
• Act as first line of communication for all Computer Science students both in-person and virtually.
• Provide support for Student Organizations (SF Hacks, ACM, etc.).

Special Projects & Events 

• Cross train with other staff on tasks that concern day-to-day function of the office.
• Plan and coordinate yearly Department Graduation Celebration, monthly department meetings and guest visits.
• Organize travel arrangements for on-site faculty interviews.
• Update department website using Drupal.
• Student outreach events.
• Social media outreach (newsletter, Discord, Facebook, etc.).

Other Duties as assigned.

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

• Post High School Education
• At Least one Year of work experience in a higher education setting and one or more years performing administrative duties.
• Training or experience equivalent to four (4) years of increasingly responsible work experience in administrative support work or related education.
• Precise knowledge of university infrastructure, policies, and procedures.
• Strong professional written and oral communication skills.
• Fundamental writing and presentation skills and ability to effectively communicate standard information.
• Moderate to advanced experience with common office technology systems (MS Office, Excel, Google Docs, Drupal, DocuSign, etc.).
• Ability to work with minimum supervision and oversee office in absence of office manager.
• Ability to use standard office equipment and troubleshoot technical difficulties.
• Ability to identify and problem solve individual student inquiries and specific student academic issues.
• Ability to perform mathematical functions in Excel to manage timesheets.
• Ability to assist faculty in a professional manner.
• Ability to respond to and work with a variety of constituencies to explain complex rule-based systems with a high degree of service and compassion.
• Demonstrable understanding, cultural competency, and emotional intelligence for our majors.
• Completion of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Environmental/Physical/Special

Some work on nights, weekends, and holidays will be required and the workweek 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.

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.

CSU strongly encourages 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 are encouraged 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 [email protected].

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.

Advertised:February 01, 2024 (9:00 AM) Pacific Standard Time
Applications close:Open Until Filled