Document Management Coordinator

Apply now Job no:536906
Work type:Staff
Location:Channel Islands
Categories:Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Part Time

Enrollment Management

Administrative Support Coordinator II

RESPONSIBILITIES & DUTIES:

Performs and leads a broad range of duties related to operational and procedural manners in the area of document management, including scanning, downloading and uploading electronic content and documents, optical character recognition process, and continuous development to comply with Executive Order 1031. Assists with electronic admissions application uploads and data entry projects for the office. Leads staff in work priorities and develops new document management protocols in support of paperless processing. Works collaboratively with campus offices in Enrollment Management, Extended University, Student Affairs, and Academic Affairs. Continues to support paperless practices through paperless scanning and eTranscript California. Is responsible for analyzing, identifying, and resolving issues as well as project coordination through initiation, execution, implementation and evaluation. Assist the office with workflow completion of multiple work projects and priorities for assigned support staff. Ensures system is tested and documentation is created by the team. Provides administrative support to Admissions, Registrar’s and Student Systems. Serves as liaison with document management vendor and Information Technology Services for system support. Models effective communication skills using active listening, written, verbal and information technology skills. Protects confidential information and follows departmental processes to protect confidential information. Performs other related duties as assigned.

REQUIREMENTS OF POSITION:

Two years general office experience required. Completion of some college-level coursework preferred. Strong proficiency in PC and Microsoft Office and ability to use a broader range of technology, systems and packages preferred. Knowledge and experience with Hershey or similar documents management systems required. Experience to be fully functional in all technical aspects of document management environment. Familiarity with college transcripts and campus environment preferred. Strong written and oral communication skills to include English grammar, punctuation, and spelling. Ability to be detail-oriented and well organized with high degree of accuracy in data maintenance. Ability to independently handle multiple work unit priorities and projects. Comprehensive working knowledge of the university infrastructure, policies and procedures. Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area. Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas. Ability to analyze operational and procedural problems and develop, recommend and evaluate proposed solutions. Ability to effectively write and present own reports. Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations. Ability to effectively communicate with Information Technology staff on issues related to the performance of hardware and software tools used in imaging system. Ability to effectively communicate to supervisors, peers and Enrollment Management staff on the status of processing; the ability to maintain a consistent production flow of transcripts and other documents with a high degree of accuracy. Ability to represent the unit to other departments and outside agencies regarding administrative policies and procedures. Initiate, develop and implement administrative procedures. Ability to participate in the development and implementation of unit and departmental policies, with responsibility for their implementation and interpretation.

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 Salary:  $28.84 per hour

Advertised:March 15, 2024 (9:00 AM) Pacific Daylight Time
Applications close:March 17, 2024 (11:55 PM) Pacific Daylight Time