CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: This is an 11/12 pay-plan designated position. Employees appointed on an 11/12 pay-plan position work eleven months of the year and receive the month of July off. Employees are paid an amount equal to eleven months’ salary over a period of twelve months.

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,384 - $3,850

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,213 - $5,049

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: The purpose of the Administrative Support Coordinator I (ASC I) is to serve as the first point of contact for the Department of Political Science, along with serving a supporting role for programs such as Pre-Law, National Model United Nates, Global Affairs, the Political Science Club, and other faculty and student department activities that facilitate academic and professional development of our students.

The ASC I must be a welcoming professional, who is accessible during regular business hours. However, the ASC I also needs to be flexible with their time in terms of special events (both on and off campus, engaging with the CSUB and outside community and program stakeholders) to help coordinate, plan, and attend various department and Pre-Law events. Overall, under general supervision of the Department Chair of Political Science and the Dean of Social Sciences and Education, the ASC I is responsible for ensuring that the administrative operations of the department run smoothly, working with the Office of the Dean and on-and off campus community.

DUTIES & RESPONSIBILITIES:

Office Management

• Complete general office functions, such as screen and distribute mail, answer phones and take messages.
• Create, maintain, review and complete forms, mail, procedures, and reports for completeness and accuracy.
• Process departmental personnel transactions (student hiring and timesheets).
• Maintain confidential office files.
• Attends website training to maintain Department website updates and coordinates with the Chair and faculty on content.
• Purchase supplies and materials as needed.
• Generate and maintain files for program majors, general assistance with students, maintain and distribute Graduation Application materials to advisors, run reports for faculty to determine outstanding student awards.
• Schedule meetings; take, transcribe, and distribute minutes.
• Event planning (Honor’s Reception, open forum discussions, end of year BBQ, Pre-Law events).
  • Duties for Pre-Law events include but are not limited to programming and logistical planning such as looking for and reserving room space, coordinating community members meal forms and orders, RSVP and quest list coordination, etc. for on and off campus Legal Clinic and Pre-Law Society events.
  • Other event duties include submitting payment for honor cords and lapel pins to the American Political Science Association; collecting monies from students; depositing monies into Political Science Secondary Account (Foundation); ensuring all certificates and honor cords are received; making catering arrangements for reception, composing Honor’s Reception program, creating certificates for Outstanding Graduate and Thomas Watts Peace Award; generating flyer for end of year gathering; coordinating menu, and reserve locations.
• Maintain information regarding the McCall and Clark Awards, remind faculty of award calendar, coordinate with financial aid on award reimbursement details, etc.
• Coordinate student field trips/conferences (Ronald Reagan Library and Museum and Model United Nations Conference); reserve chartered bus, make reservations with Ronald Reagan Library & Museum, collect monies from students; deposit monies in foundation account; reserve hotel rooms for Global Affairs Club Advisor and students attending the conference, reserve a rental car, collect deposit from students, process travel claims for club advisor and students.
• Provide support for faculty searches, including file management, master spreadsheets to track applicants, type confirmation letters to applicants, contact with applicants relating to phone and/or campus interviews.
• Develop itineraries for on-campus interviews and coordinate with other campus administrators.
• Process and submit travel claims for applicants following their campus interviews.
• Post hire support to ensure the new faculty member has a well-equipped office, interface with Human Resources and Faculty Affairs on behalf of the new hire, responsible for acclimation of new faculty to PeopleSoft, First Class, and Blackboard, request office key and update of department directory, and that they are aware of general rules and regulations concerning student management.
• Process new hire/contract renewal paperwork for part-time faculty.
• Assist with special projects.
• Maintain records for upcoming Program Reviews.

Faculty Support

• Gather textbook requests from faculty and submit to the Runner Bookstore.
• Contact publishing company through desired communication method; telephone, fax, email, mail; to request desk/exam copies on a quarterly basis.
• Track and maintain database for shipment and receipt of desk copy.
• Gather and retain syllabus from faculty.
• Create and post schedule for each faculty member; including office hours, class meeting times, and contact information.
• Make copies for faculty throughout the quarter; handouts, quizzes, exams, finals.
• Scan classroom materials as requested and email PDF format to faculty.
• Email students on behalf of faculty and distribute messages or course information.
• Pick up and distribute paychecks.
• Order business cards.
• Print class rosters.
• Submit service requests/work orders as needed.
• Assist faculty with classroom/ computer lab reservations and or request classroom changes using 25Live.
• Works with faculty in the planning of events related to programs they direct and support that are related to the work of the Department.
• Coordinate with Faculty who oversee Community Advisor Boards on meeting schedule, agenda items, and projects.

Budget Support

• Maintain accurate budget records, including monitoring department spending.
• Prepare and analyze budgetary projections for Chair and faculty.
• Reconcile fiscal accounts for department budgets (stateside and foundation).
• Determine appropriate funding sources.
• Coordinate travel arrangements when requested, process travel-related forms.
• Assist students with access to club fund balances.

Course Schedules and Coordination

• Gather schedule information and enter into spreadsheet.
• Enter course schedules and periodic updates into PeopleSoft.
• Enter and track faculty workloads, including reports to the Office of the Dean.
• Monitor enrollment in certain courses and report to Department Chair.
• Enroll students in Special Topics courses (Model United Nations) with Department Chair Approval.
• Create individual study courses as requested and enroll students in course.
• Ensure grades are entered for each course, copy various grading forms for department records, and send originals to Admissions and Records Office. Maintain records of Incomplete grades for faculty and student.
• Maintain department records and filing for all course related activity.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Ability to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Experience with software applications used on campus such as 25Live, Meeting Maker, myCSUB (Student and Absence Management)
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.