Working Title

Administrative Support Coordinator/Front Desk Lead

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.
San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding 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.
This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

College Advising/DUEAP

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday - Friday ; 8am - 5pm

Anticipated Hiring Range

$4017.00 - $4,200.00 Per Month ($48,204.00 - $50,400.00 Annually)

Salary is commensurate with experience.

Position Summary

The Division of Undergraduate Education and Academic Planning (DUEAP) is comprised of several units, all of which hold the students we serve at the heart of our institutional mission. One of these units is the Undergraduate Advising Center (UAC), which provides comprehensive academic counseling to help students achieve their academic, personal, and career goals. The UAC helps undergraduate students explore majors, identify their strengths and interests, and supports them in overcoming academic and personal challenges. In addition, the UAC provides advising on SF State’s General Education and graduation requirements, major requirements, policies, and procedures. Our goal is to encourage self-advocacy, promote academic success, graduation, and a lifetime of learning. The Administrative Support Coordinator supports daily operations at the UAC by providing front and back office administrative and organizational support at the center. This position provides administrative support to UAC advisors, staff, and managers. The incumbent works directly with students and must maintain a user-friendly environment to support positive student experiences. Duties include interacting with students and visitors at the front desk, providing basic advising information, helping students understand policies and procedures, answering phone calls and emails, assisting with a variety of clerical and administrative tasks, and supporting the maintenance of the UAC website. This position reports to an Advising Manager in DUEAP

Position Information

Administrative Support

• Independently coordinate administrative support functions and day-to-day operations of the UAC; based on the goals as set forth by DUEAP advising directors.

• Facilitate the process for students to meet with an academic advisor during virtual and in-person drop-ins and appointments. Requires the utilization and coordination of various scheduling and communication tools, such as EAB Navigator, Microsoft Teams, etc. • Prepare and update advising handouts and related materials

• Answer UAC phone, respond to emails and forward emails to academic advisors/advising teams as appropriate.

• Work directly with other UAC administrative staff to support front desk reception. Refer all visitors to appropriate offices and individuals when appropriate. Respond to all inquiries from faculty, staff, students and visitors in a prompt and professional manner.

• Provide administrative support for advising-related projects. • Interpret university policies and procedures for students and faculty.

• Assist and prepare memos and forms.

• Maintain, gather, and prepare data for advising projects as requested by DUEAP advising directors.

Special Projects/Event Support

• Provide logistical and administrative support for various projects and events conducted in person and virtually.

• Events may include: outreach, recruitment, and admitted student events (e.g., Gator Talks, Explore SF State), First-Year Experience activities, etc.

• Provide administrative support for retention and graduation activities and projects.

Update/Maintain UAC Website

• Edit and maintain the website. Post updated resources and information in a timely manner and ensure content is accurate and clear.

• Monitor website to fix outdated/inaccurate information.

Other duties as assigned 

Minimum Qualifications

♦ Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.

♦ Thorough mastery of English grammar, punctuation, and spelling.

♦ Expertise in using office software packages, technology, and systems.

♦ Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.

♦ Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

♦ Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

♦ Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

♦ Ability to effectively write and present own reports.

♦ Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

♦ Ability to use negotiation and persuasion skills to achieve results and expedite projects

Preferred Qualifications

Experience using PeopleSoft CRM, MS Office Suite – Word, Excel, PowerPoint, Outlook - Experience using Office 365 - Familiarity with CS as used for Student Services at SF State

Environmental/Physical/Special

Regular work hours are 8am-5pm, Monday through Friday. Ability to work occasional weekend hours and evening hours. Regular attendance is considered an essential job function; the ability to meet attendance requirement may preclude the employee from retaining employment.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hrwww@sfsu.edu.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.