Sonoma State University
Job Title: Professional Development Programs Coordinator (Administrative Analyst/Specialist non exempt)
Department Name: Extended and International Education
Salary and Benefits
The salary range for this position is 3,288 to 5,529 per month. Starting salary placement depends on qualifications, experience and salary budget, and will not exceed 3,779 per month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link below or by request from SSU Human Resources.
First review of applications will be at 8 am on June 30, 2016. 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.
Under the general supervision of the Director of Registration Services and Professional Development (DRSPD) or designee, the Professional Development Programs Coordinator (PDPC) is responsible for the day-to-day tasks required to implement, coordinate, support, promote and evaluate a large portfolio of the School of Extended and International Education's (SEIE) non-degree professional development certificates and workshop programs across broad content areas, including but not limited to, Wine Business, Work Force Development, Ed2Go, Project Management, Maker Certificate, Human Resource, and Construction Management. Responsibilities include coordinating course offerings with University support departments and enrollment management team. Contacts involve interaction with all levels inside and outside the University and may include dealing with sensitive and confidential information. In addition, the position will be responsible for supporting the development, implementation and evaluation of existing and new professional development courses. Responsibilities include identifying needs, planning, and independently initiating projects; assisting faculty coordinators and instructors in understanding and completing contract arrangements; assisting in the development of budgets; assisting the DRSPD, faculty coordinators and instructors in tracking and monitoring program expenses to actual budget, writing promotional materials and participating in student recruitment and outreach; representing the CSU/SSU system to the community and developing positive working relationships with stakeholders. Assignments require handling of multiple work priorities and accountability for own work results. Take initiative in addressing a broad range of operational and procedural office and administrative problems that may at times require research, analysis and evaluation of information. Recruit, train and lead student assistants and/or interns. Provide outstanding customer service to constituents of the SEIE, both on and off campus; and communicate regularly with SEIE staff in a friendly, productive and effective manner.
-Coordinates practices and procedures for application enrollment processes for all Professional Development programs.
-Assists in the submission and review of new program proposals.
-Responds to inquiries for program information for all Professional Development programs.
-Maintains correspondence with applicants during the application/admissions process to advise applicants of items needed to complete their files. Keep faculty coordinators and instructors posted on the status of applications. Forward applications to facilities for review.
-Provides enrollment information to faculty coordinators and instructors. Establishes, organizes, and maintains files as appropriate, including present and prospective student records, policies, and correspondence, in an organized labeled system that permits rapid retrieval of information. Maintains archive files for retrieval of historical materials.
-Works with Scheduling Coordinator, Marketing, and DRSPD to prepare production schedule each term.
-Works with faculty coordinators and instructors in the preparation of course proposals to ensure timely submission, accuracy and completeness.
-Works with Scheduling Coordinator, Marketing, and other SEIE staff members once the faculty coordinators and instructors have submitted their course proposal to ensure classes are set up correctly and rooms reserved.
-Uses independent judgment when acting as a liaison for students, when needed, with other departments and Admissions and Records.
-Alerts the DRSPD of any student issues and complaints.
-Maintains faculty files of course syllabi, course proposals and faculty evaluations for all programs.
-Supports the DRSPD to oversee dissemination of timely information to students.
-Maintains and regularly updates websites for all programs by working with the faculty coordinators, instructors and SEIE Marketing team.
-Supports the DRSPD to design systems for handling workflow and dataflow.
-Register students on as needed basis.
-Keeps current on policies and procedures governing all features including but not limited to registration, personal confidential information (PCI DSS) and admissions.
-Expedites resolution of student problems for all programs; acts as liaison to determine appropriate actions to resolve student administrative difficulties.
-Works closely with the school's registration specialist to problem solve registration issues.
-Independently responsible for providing administrative and program support to the DRSPD, faculty coordinators, instructors for all programs, coordinate and support routine faculty matters as needed. Functions as a resource to all faculty assigned to a course in each of the programs.
-Independently works collaboratively with faculty coordinators and instructors of all programs to plan, coordinate, implement and execute recruitment efforts including the preparation and distribution of faculty packets. Support informational meetings by emailing the faculty coordinators and/or instructors the sign in sheets, school map, and parking information and providing on-site support as needed.
-Works closely with the Enrollment Management staff/Registration Team in student support including but not limited to assisting with student drops, refunds, and other student issues.
-Acts as backup in the front office as needed.
-Monitor and update Sonoma County ETPL program provider list.
Other secondary duties as assigned.
Duties take place in an office setting in the School of Extended Education located in Stevenson Hall. Typical hours for the position are 8 am - 5 pm Monday through Friday. Actual work hours may vary to support specific needs and events of the various programs; ability to work a flexible schedule, including evenings and weekends as needed. Overtime, weekend and evening work may be assigned on occasion to meet the operational needs of the department and campus. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the appropriate administrator.
Bachelor's degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices or programs. Four years of progressively responsible experience providing coordination and support to programs and/or projects in a higher educational environment. Working knowledge of the general practices, program or administrative specialty. Knowledge of CSU policies and curriculum.
This multi-task position requires a high level of productivity, accuracy and accountability and the ability to make independent decisions on a day to day basis. The Professional Development Programs Coordinator is expected to use general office equipment and a full range of office support technology, including word processing, excel, database and spreadsheet applications. Must be able to develop and use various databases; learn and apply new software; learn, apply and explain a variety of policies and procedures; communicate clearly, both orally and in writing and have a working knowledge of budget policies and procedures. The position requires initiative, the ability to work cooperatively with diverse faculty and staff, the ability to work independently using sound judgment with minimum direct supervision. Possession of strong interpersonal and communication skills with a demonstrated ability to establish and maintain cooperative working relationships. The successful candidate must be organized, flexible and be able to set priorities and meet deadlines. Ability to use advanced statistical and research methods to research, collect, compile, analyze and evaluate data, and to generate coherent reports and support decisions affecting the University; attention to detail; excellent time management skills; timely and accurate completion of assignments; initiative to identify and solve problems with sensitivity and tact; proactive and collaborative approach to resolving conflict; flexibility to adapt to changes in the work environment, and to accept criticism and feedback; ability to learn from mistakes; commitment to student recruitment, retention and graduation and to the SEIE and University missions.
Knowledge of and experience with CMS-PeopleSoft preferred but not required.
The position requires extensive keyboarding with prolonged periods of sitting. Must be able to work indoors and outdoors and to lift 20 lbs.
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 (attach as first page of resume)
3. 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.
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.
Conflict of Interest
The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
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 http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.
Sonoma State University
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
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