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Administrative Support Coordinator II

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Campus:
Humboldt
Job ID: 18-63
Job Title:
Administrative Support Coordinator II
Appointment Type:
Probationary
Time Base:
Full-Time
Date Posted:
December 17, 2018
Closing Date:
January 22, 2019
Link to Apply Online:
https://hraps.humboldt.edu/staff-employment
Campus Employment Homepage:
http://www.humboldt.edu/jobs
Description:
(Job #18-63) Administrative Support Coordinator II (ASC II), $2,855-$5,019/month. Appointments are typically made at the beginning of the salary range. This is a full-time, benefited, 11/12 pay plan position (work 11 months of the year with pay and benefits over 12 months) with a one-year probationary period in the Department of Chemistry and the Department of Physics and Astronomy.
Position Summary: Under the lead direction of two department chairs, the Administrative Support Coordinator II (ASC) has responsibility for the total administrative support of two busy academic departments with over 200 undergraduate majors, 14 tenure line faculty, and approximately 15 lecturer faculty.
Duties: The ASC oversees the running of both department offices and the implementation of departmental records management system. Responsibilities include clerical and administrative support functions; organizing a busy office while retaining a genial atmosphere; explaining a variety of procedures and policies to students, the public, and other campus employees; managing information flow for the departments; maintaining confidential files; assisting with preparation of agenda items, providing background information, and preparing and distributing minutes of departmental meetings; assisting the chairs in preparing class schedules and monitoring faculty workload reports; scheduling classes to minimize conflict; monitoring and reconciling faculty resource allocations and expenditures; monitoring faculty travel; monitoring and reconciling state trust accounts; serving as resource person for multiple department committees; monitoring and reconciling field trip budgets; scheduling trips; student outreach; resource for student clubs; maintaining and ordering supplies for both departments; processing hiring and time vouchers for Instructional Student Assistants; and generating advisor lists for faculty & students.
Minimum Qualifications: Completion of a high school program, technical/vocational program, or their equivalents combined with three years of related office work experience which has provided the applicant with the knowledge, skills, and abilities listed below.
Required Knowledge, Skills, and Ability:
Knowledge:
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
Thorough mastery of English grammar, punctuation, and spelling
Working knowledge of budget policies and procedures
Skills:
Expertise in using office software packages, technology, and systems, to include PC environments (Windows) and Microsoft Excel and Word software
Advanced organizational skills
Problem solving skills
Clear communication skills, both oral and written
Ability to:
Interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
Work independently to achieve goals set by the university, the college, and the departments
Assume a leadership role in coordinating the administrative tasks required for two departments
Troubleshoot most office administration problems and respond to all inquiries and requests related to work area
Understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
Perform business math, analyze budgetary data, and make accurate projections requiring some inference
Effectively write and present own reports
Use negotiation and persuasion skills to achieve results and expedite projects
Independently handle multiple work unit priorities and projects
Draft and compose correspondence and standard reports
Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
Analyze and evaluate information and problems, making judgments and initiating action as necessary
Communicate clearly and effectively
Establish and maintain effective working relationships with staff, students and faculty from diverse backgrounds
Maintain confidentiality and exercise judgment and discretion appropriately
Recruit and train instructional student assistants
Manage and monitor budget accounts
Develop new procedures and practices as programs change, often on short notice
Work effectively with co-workers, members of the campus community, and the public
Effectively handle a broad range of interpersonal contacts including those which involve a higher level of formality and those sensitive in nature
Learn and use new and changing computer systems
Preferred Qualifications:
One year of office management experience
Experience with personnel policies and procedures related to faculty and staff recruitment and the appointment, promotion, and evaluation process
Experience managing complex budgets
Familiarity with HSU programs, policies and procedures
Experience using PeopleSoft, class scheduling programs, Common Management System, OBI and other financial database tools, Gmail, and other calendaring tools
Application Procedure: To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):
Letter of Interest
Resume or Curriculum Vitae
Contact information for at least three professional references
HSU Employment History Form (HSU Employment History Form: https://forms.humboldt.edu/employment-history-form)
CLICK HERE TO APPLY NOW: https://apply.interfolio.com/58883
(NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).
Application Deadline: The deadline to submit application materials is 11:59 p.m. on Tuesday, January 22, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to careers@humboldt.edu that includes the job number (18-63) and applicant's last name in the subject line of the message.
HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.
It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education--or activities only part of which are qualifying--will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus.
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily before any candidate can be offered a position with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Humboldt State University is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.
Humboldt State University is a Title IX/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, protected veteran status, or any other legally protected status.
Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.


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