OGS - Graduate Services Specialist (ASC II)

Working Title: Graduate Services Specialist

Classification Title: Administrative Support Coordinator II

Posting Details

Priority Application Deadline (Posting will remain open until filled): Sunday, October 2, 2022 at 11:55 p.m.

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

The Administrative Support Coordinator II for the Office of Graduate Studies and the Office of Graduate Diversity
is responsible for: providing administrative and front desk support for the Office of Graduate Studies and the
Graduate Diversity Programs Office, serve as a resource and key person for interacting with students, event planning,
processing applications, maintain scheduling of student meetings with staff, educating staff on new tools related to
scheduling and advising, organizing graduate outreach workshops, some bookkeeping, website maintenance, and
social media promotion. The Administrative Support Coordinator will coordinate the daily operations of the Graduate
Center and Graduate Diversity Offices; be the first point of contact for students, faculty and staff; respond accurately
and efficiently to numerous personal, mail, email, and telephone inquiries; handle a variety of mail and other
correspondence, and multiple calendars; input transcript data into the online system; and possess high-level
organization and planning skills for smooth and efficient operation of the office. The incumbent will receive and
forward a wide variety of student documents necessary for student academic progress including academic petitions,
course substitutions, continuous enrollment, leave of absence requests and processing of other documents submitted
by students; and provide knowledgeable information to students regarding procedures for post-baccalaureate
certificate and credential programs, undergraduate blended degree programs, and graduate degree programs.

The incumbent will act as a liaison to campus administrators, faculty and staff on issues related to the Office of
Graduate Studies; coordinate activities with various organizations, departments, and offices on campus; interact with
faculty, staff, and students; represents the Office in an informed and professional manner; and utilize student
assistants as needed. The incumbent will provide administrative support and coordination for Graduate Diversity
functions and events such as Annual Alumni and student Awards Banquets, Distinguished Lectures, Project
Symposium, Summer Orientation, Graduate Student Appreciation Days, and Graduate Council; and participate in
many other logistical and administrative details for these various events.

FLSA: Non Exempt (eligible for overtime compensation under FLSA). This position is benefits-eligible.

CSU Classification Salary Range: $3681 - $6034 per month 

Hiring Range: $3681 - $6034 per month  

Recruitment Type: Regular (probationary)

Time Base: Full-Time

Pay Plan:  12 month

Work Hours: M-F 8-5; except summer. May require evenings and weekends with in-state travel.

Department Information 

https://www.csus.edu/graduate-studies

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.

Required Qualifications
1. Experience to be fully functional in all technical aspects of work assignments.
2. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures and the ability
to independently apply even where specific guidelines may not exist.
3. Thorough knowledge of English grammar, punctuation, and spelling.
4. Thorough knowledge of office systems and ability to use a broader range of technology, systems, and
packages.
5. Ability to independently handle multiple work unit priorities and projects with interruptions.
6. Working knowledge of budget policies and procedures.
7. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and
make simple projections.
8. Ability to draft and compose correspondence and standard reports.
9. Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and
those sensitive in nature.
10. Communicate (verbal/written) clearly and professionally, in-person and by telephone.
11. Work independently as well as collaboratively
12. Ability to create basic promotional materials, such as flyers, newsletters and brochures
13. Function in a diverse working environment
14. Provide a broad range of customer service
15. Experience coordinating clerical and administrative support functions
16. Experience handling confidential information
17. Experience working with diverse socio-economic, cultural, educational and ethnic backgrounds
18. Effective interpersonal and customer service skills with the ability to provide front office reception/support
19. Strong organizational skills
20. Problem-solving and conflict resolution skills
21. Fluency in using standard office software packages (i.e. Microsoft Office Suite) and standard office
equipment.
22. Attention to detail and data entry skills with high accuracy
23. Strong knowledge and skills with database management
24. Maintain social media platforms (Facebook, Twitter, Instagram)

25. Assist with event coordination

Conditions of Employment:
- Ability to pass a background check
- Requires some weekend and evening work during peak course times to prepare for and/or open and close
information and orientation sessions; provide support for lectures and special events; process transcripts and
applications to maintain production timelines
- In-state travel necessary as position requires participation in Northern and Southern California Forum for
Diversity in Graduate Education and local venue events/courses, including but not limited to Placer, Yolo
and El Dorado Counties

Preferred Qualifications 

26. Knowledge of University policies and procedures related to graduate education and the Office of Graduate
Studies and Graduate Diversity Program functions.
27. Experience using Common Management System or comparable student information system.
28. Bachelor's degree in Business Administration, Communication Studies, Public Relations, or related field
preferred; significant work experience can substitute for the degree.
29. At least 3 years' experience with office administrative management
30. At least 1 year experience coordinating special events.
31. Previous experience in an educational setting; experience working with young adults from a diverse ethnic
background; and positive disposition, high energy, creativity and ability to work as a team member are
preferred.

Required Licenses/Certifications 

Valid driver's license and maintenance of safe driving record required.

Documents Needed to Apply

Resume, cover letter.  Failure to upload required documents to the online application may result in disqualification.

About Sac State

Sacramento State  is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student success , diversity, equity and inclusion , community engagement , philanthropy , and campus safety .  

As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State ? page.

Background Check Disclaimer  

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information:

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. 

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/internal/your-hr/benefits/reasonable-accomodation.html . 

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/compliance/hr-compliance/mandatory-dhr-training.html  . 

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery  . 
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Selected candidate must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

Conflict of Interest: