Job TitleJob IDLocationView Benefits Summary link or by request from SSU Human Resources.
Application Deadline First review of applications will be at 8 am on Tuesday, September 5th, 2017. Applications received on or after the first review date may not be considered.
Conditions of Employment This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to the Senior Director of Student Academic Services (SAS), the SAS Administrative Coordinator works independently and in collaboration with other coordinators and/or staff of Student Academic Services. The SAS Administrative Coordinator manages administrative and clerical operations of Student Academic Services. The incumbent demonstrates outstanding customer service to students, staff, faculty, and visitors, while working in a professional, fast-paced environment.
The SAS Administrative Coordinator provides leadership in administration of and improvements to operational policies and procedures; provides information on a wide variety of complex policies and procedures relating to the office, programs, services to students, other campus offices, faculty, employers, and the general public. The incumbent provides work direction, training and recommendations for hiring of student staff; and provides and coordinates administrative support for Student Academic Services as needed.
Major duties of the position include, but are not limited to, the following:
PROGRAM ADMINISTRATION Under supervision, provide administrative support to Student Academic Services that includes: 1. Coordinate work schedules for professional and student advising staff in collaboration with the program coordinator for each service area 2. Coordinate scheduled and drop-in appointments for both reception desks (Undeclared Advising and EOP) 3. Maintain and record attendance records for professional and student staff 4. Oversee time card submission process for student employees
TRAINING AND ORIENTATION 1. Hire and train student employees in internal office procedures 2. Coordinate new employee sign up with Human Resources 3. Complete requests for all technical resources, electronic access, and key requests
GENERAL OFFICE ADMINISTRATION AND COORDINATION SUPPORT WITH SAS PROGRAM COORDINATORS 1. Provide and demonstrate exceptional customer service for students, faculty, staff, family and community members 2. Recommend, integrate, and implement office policies and procedures 3. Maintain and update office policy and procedural manuals 4. Track usage and replacement of office supplies, stationery, envelopes and business cards 5. Complete and submit monthly ProCard expenditure reports in a timely manner 6. Oversee needs for and support of office equipment and computers and maintain inventory control for annual reporting 7. Develop, maintain, and update different program forms and templates 8. Collect and deposit checks made to different program trust or foundation accounts
SPECIALIZED PROGRAM ADMINISTRATION Serve as clerical administrative support for Student Academic Services by: 1. Implementing Advising policies and procedures for students in coordination with the Director of Student Academic Services and the Lead Advisors 2. Processing registration holds for students on probation and creating probation notices in collaboration with the advising staff 3. Maintaining, updating, and processing program admissions in coordination with Lead Advisors conducting reviews of applicant files 4. Overseeing communication processes and reporting using PeopleSoft in coordination with the Lead Advisors and in coordination with representatives from Admissions, Financial Aid, and Housing 5. Producing and sending program admit or denial letters, and updating student PeopleSoft records 6. Developing and processing Summer Bridge Program registration, communications, and logistical support in collaboration with the Summer Bridge staff 7. Producing Summer Bridge Policies and Procedures booklet, Student information Handbook, and other program documents 8. Coordinating student housing assignments with Residential Life staff and supervising set up of student check in process at Summer Bridge 9. Maintaining and updating student files, including continuing students and purging inactive or graduated students
TECHNICAL SUPPORT 1. Act as main support for department copy machine and order replacement copy cards 2. Coordinate department conversion to Outlook Exchange for email and calendar systems 3. Work with IT staff to oversee and problem-solve technical problems with computers 4. Support department use of lnDesign software and provide assistance for printing problems with large format printer
DATA COORDINATION Create and generate data reports from PeopleSoft and other sources for various student groups
The incumbent will perform all other duties as assigned, including but not limited to, working on Summer Bridge and other programs, or serving on interview committees for hiring of new staff.
Duties take place mostly in an office setting located in Student Academic Services in Salazar Hall l070 at Sonoma State University. May work indoors and outdoors across campus to support programs and events. The normal work schedule is Monday through Friday aligned with regular campus hours. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.
Qualifications: Requires a high school degree or technical/vocational program degree, and a minimum of three years administrative work experience involving program administration and/or an equivalent combination of education and experience involving study, analysis, and/or evaluation leading to the development of improvement of administrative policies, procedures, practices, or programs.
Additionally, the following knowledge, skills, experience and abilities are required. Demonstrated ability to provide exceptional customer service to anyone who walks into Student Academic Services. Basic knowledge of and ability to apply fundamental concepts Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing Demonstrated working knowledge of managing multiple programs and services in a complex office of integrated services Ability and knowledge of word processing, spreadsheets, database, email. Internet, and manage electronic calendars and web based information Demonstrate proficiency in Microsoft Office, Google Docs, and other tools, or the ability to quickly gain such knowledge. Experience with PeopleSoft preferred. Demonstrate ability or ability to learn web based design using Dreamweaver or similar programs Ability to use independent judgment, critical thinking, and exercise sound judgment Thorough understanding of office operational procedures, or the ability to quickly gain such understanding, as well as the ability to implement Experience working with diverse populations including low-income and underrepresented populations Ability to take initiative, plan, organize, coordinate and complete work on schedule Demonstrated ability to work successfully both independently and as a team member Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the SAS programs Ability to compile, write, and present information in written or oral form and suggest appropriate recommendations Ability to prioritize multiple tasks and competing demands to meet changing priorities Ability to offer suggestions and accepts criticism and feedback Ability to work cooperatively, collaboratively and work actively to resolve conflicts Demonstrated ability to establish and maintain effective working relationships with administration, staff, students, employers and the public community Ability to provide and model outstanding interpersonal skills and abilities to student assistants
Qualification Note Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
This posting is for two Administrative Support Coordinator II positions within Student Academic Services (SAS) area. The first position's main responsibilities include coordinating the front desk, supervising student assistants, and providing administrative oversight for all SAS area. The second position's primary duties will focus on coordinating the administration of Educational Opportunities Program (EOP) and its various programs and events.
In your cover letter, please indicate which position you're applying for. If you are applying for the first position, please outline your experience providing and demonstrating exceptional customer service in your cover letter. If you are applying for the second position, please describe your experience coordinating administrative duties for specific programs in your cover letter.
2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University 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.
Mandated Reporting: 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.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Sonoma State University's Jeanne Clery Act Annual Security Report is available at www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.
Contact Information Sonoma State University Human Resources Main (707) 664-3100 Fax (707) 664-3196 1801 East Cotati Avenue Rohnert Park, CA 94928 firstname.lastname@example.org
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Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apa...rtment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.