Office Coordinator (Administrative Support Coordinator II) - Children's Campus

Working Title

Office Coordinator (Administrative Support Coordinator II) - Children's Campus

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

Children's Campus

Appointment Type

Full-Time

Time Base

1.0 FTE

Work Schedule

Monday - Friday: 8:00am - 5:00pm

Anticipated Hiring Range

$3,352.00 - $4,043.00 per month ($40,224.00 - $48,516.00 annually)

Salary is commensurate with experience.

Position Summary

Position Information

• Assist the Director with Human Resources related functions including: submission of E-tracs; coordinating staff recruitments; processing new hires; maintaining personnel files; and organizing staff trainings.
• Oversee and manage the department’s program database, Procare, and develop/implement policies and procedures for data entry, reporting, data fidelity, and security.
• Maintain office equipment, furniture, and supplies and coordinate equipment and facility repairs.
• Troubleshoot and coordinate computer system problems and liaise with Information Technology specialists to resolve problems as necessary.
• Complete clerical duties of varying complexity including correspondence, reports, presentations, promotional materials, etc.
• Under supervision of the Director, update the department’s website.
• Compile and present special reports.
• Organize meetings and special events.
• Take and prepare meeting minutes.
• Implement record keeping and retention systems.

• Respond to customer inquiries, requests, and complaints and maintain updated customer records.
• Under supervision of the Director, manage the child enrollment process, including maintenance of the child
• waitlist and communication with parents regarding enrollment.
• Oversee the Front Desk student assistant staff including hiring, supervising, training, delegating work, and developing work processes and procedures.
• Serves as the first level approver for student assistant monthly absence management.

• Demonstrate behaviors that are in line with the User-Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
• Demonstrate safe work practices for oneself, others, and the office environment.

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.

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• 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 perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• 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 use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

• Experience working in a childcare setting including working knowledge of general childcare policies and procedures.
• Knowledge of university infrastructure, policies, and procedures.
• Competency to work in a fast-paced client-service environment, prioritize tasks, and adjust to cyclical changes in duties.
• Ability to handle a broader range of interpersonal contacts (faculty, staff, student, parents) effectively, including those at a higher level and those sensitive in nature.
• Direct experience in handling complaints or emergency situations.
• Ability to work effectively with a variety of individuals and function in a high visibility area, occasionally under pressure.

Core Competencies – embody the following competencies:

• Bias toward collaboration and teamwork.
• Effective oral, written and nonverbal communication skills.
• Customer/Client Focus with an emphasis in problem solving and resolution.
• Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
• Diversity and inclusion.

Required License/Certification

Incumbent’s hire is contingent on the successful completion of: a background check; a California LiveScan Fingerprint Clearance with the California Department of Social Services; and a Physician’s Health Screening. Incumbent must also submit a tuberculosis (TB) clearance and required immunization records.

Environmental/Physical/Special

This job operates in a licensed childcare center and requires significant customer contact and service, including numerous interruptions. Occasional evening and weekend work is required for special events and trainings. Must be able to sit for extended periods of time and operate general office equipment such as computers, printers, copiers, phones, fax machines, filing cabinets, etc. Must be able to: travel to various buildings on campus for meetings; pickup/ deliver business related information; and be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

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.

Employment Requirement

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 [email protected] .

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.

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.