This is a full-time (1.0 time-base), benefits eligible, permanent (probationary) position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.
The Administrative Office Coordinator manages the Associate Dean’s calendar and ensures that all arrangements are made for meetings, travel, reception, etc. The incumbent coordinates the associate dean’s regular meetings and facilitates communication between the associate dean and the associate dean’s staff. In addition, the incumbent manages projects for the associate dean, screens calls, initiates research and evaluates data needed by the associate dean, drafts correspondence from the associate dean, and assists with committee work with professional organizations.
The incumbent provides administrative assistance to the Director of Access Services and Human Resources by facilitating the faculty hiring process and by providing support for administrative office functions.
In addition, the incumbent is the principal receptionist for the library’s administrative office, responsible for the following: ensuring that visitors and phone calls are handled effectively, scheduling library meeting rooms, checking out keys needed by library staff, ordering all supplies for the administrative office, and ensuring that administrative office staff have general clerical support. The incumbent hires, trains, assigns tasks, leads, and evaluates the student assistants working at the reception desk. Student assistant budget projections for the library administrative office are projected and allocations monitored by this person.
The incumbent schedules library presentation and instruction rooms in the library for library, university, and outside users—fielding questions about library room reservation policies. The reservation system has recently been upgraded; the incumbent is the trainer for the new software for library faculty and administrative office staff. Usage statistics are compiled and presented to library managers, the assessment librarian, and undergraduate success librarian.
In consultation with the Dean, Associate Dean, and library’s Human Resources Director, the incumbent coordinates the faculty reappointment, promotion, and tenure (RTP) process to ensure that timelines and deadlines are met. Additionally, this person facilitates the tenure track hiring process.
The incumbent also serves as the back up for the dean’s assistant, providing support to the dean when her assistant is absent or during peak times of activity.
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