California State University, Fresno Foundation

ADMINISTRATIVE COORDINATOR – WAYFINDERS

JOB ANNOUNCEMENT #24-618

POSITION SUMMARY:

Full-time, benefited position with Wayfinders through the California State University, Fresno Foundation. Wayfinders at California State University, Fresno is an inclusive postsecondary program for young adults with intellectual/developmental disabilities. The Wayfinders Program falls under the Kremen School of Education and Human Development (KSOEHD) and is funded through the California State University, Fresno Foundation.

The Administrative Coordinator is responsible for managing the needs in the office, supporting the Executive Director, Coordinators, and other staff. The incumbent will also manage projects essential to the growth of the program as well as oversee and ensure the mission and objectives of the program are upheld in order to make valuable suggestions to the Executive Director for establishing ongoing program policy and procedures.

ESSENTIAL JOB FUNCTIONS:

This position reports to the Executive Director of Wayfinders. The job duties will be varied, requiring an individual who is self-motivated, creative, efficient, and knowledgeable about maintaining a busy office.

Administrative

• Demonstrate a working knowledge and ability to use computer software for word processing, database management, and spreadsheets
• Organize and maintain main office; coordinate the day-to-day management of the Wayfinders office; model superior customer service to all Wayfinders staff and students while maintaining professional demeanor as initial contact for meeting and hosting visiting students, families and others, provide administrative support to staff and faculty as needed
• Purchase office and/or education supplies when needed and oversee maintenance/improvements to the Wayfinders office.
• Perform general clerical duties such as accept and screen incoming calls, as well as monitor and reply to emails as appropriate, proof-read documents, organize, file, and prepare various correspondence and distribution of materials
• Establish the annual calendar for the Wayfinders program in coordination with Wayfinders staff
• Schedule Information Sessions, Advisory Board Meetings, as well as community events and any other event pertinent to marketing Wayfinders and recruitment of potential students
• Arrange special events such as certificate ceremonies, ice breakers, open houses, staff teambuilding and training events, including venue arrangements, catering and other details
• Collaborate with staff and secure classrooms for Wayfinders workshops, meetings and functions
• Responsible for technology (staff/students), key and code distribution.
• Ensure Ipads are up to date and ready to use by staff at the beginning of each semester
• Deactivate staff users in Therap at the beginning/end of the semester
• Grant user roles and privileges to staff in Therap program as needed
• Input and admit new students and discharge exited students in Therap
• Throughout the year work with Case Managers to maintain and update student records
• Create and distribute coach/intern google calendars
• Maintain and update staff training materials on Canvas
• Keep records of ongoing staff training including First Aid/CPR and cross-training, initiates pay raises to staff accordingly
• Work with CGE and other university partners (health center & rec center) to ensure student roster is up to date for university enrollment
• Work with and provide information to DDS and/or Regional Centers as necessary for rate adjustments
• Perform all other duties as requested

Billing and Grant Reporting

• Create, maintain and compile data as well as date reports (effort reporting, grant requirements, agency progress report, staff and student demographics etc.) needed for grant reporting
• Monitor Wayfinders budget under the direction of the Executive Director, including tracking income and expenditure. Ensure adequate record keeping and payroll processing request reimbursements from Foundation, and serve as liaison with Financial Aid and Foundation
• Maintain ongoing communication with appropriate representatives of various Regional Centers to arrange any necessary Purchase of Service Authorizations and updated service rates
• Complete billing to all vendors in a timely manner
• Perform all other duties as requested

Onboarding/Record Keeping

• Act as onsite resource for Wayfinders policy and procedures to include those of the University and Foundation
• Consistently update and maintain Wayfinders policy and procedures. Ensure they are in compliance with Foundation and University policies
• Communicate to all staff/interns/practicum students any changes to campus or Foundation policies/procedures
• Onboard and train new staff/interns/practicum students on basic policies and procedures, Therap, Canvas and other pertinent program related documentation
• Maintain staff/interns/practicum and student databases in Therap, Canvas and Excel/Sheets
• Maintain confidentiality of all pertinent matters relating to personnel, students and faculty
• Maintain all program files, including correspondence, mailing database, and reporting requirements
• Maintain inventory on technology distributed to staff, students etc and other items at Wayfinders as well as manage office key and code distribution/maintenance.
• Manage and maintain the Ipad inventory
• Approval of part-time staff timesheets, payment authorizations and travel claims.
• Perform all other duties as requested

Projects

• Oversee staff committees on marketing strategies. Ensure promotional materials are accessible and meet Fresno State guidelines. Provide support in the coordination/distribution of promotional material to the different departments responsible for marketing websites.
• Oversee and maintain Wayfinders daily, weekly and monthly social media marketing as well as maintain the Wayfinders websites/social sites
• Create the social media marketing calendar and work with staff to collect, organize and display post geared toward recruitment (staff and students)
• Work closely with Fresno State Social Media influencers to ensure Wayfinders marketing is being boosted and reaching a variety of audiences
• Oversee the Fun Committee. Ensure the focus is constantly on building a stronger team.
• Oversee seasonal committees such as Admissions Committee and Fundraising/Gala committee. Oversee each committees’ objectives are met from start to finish.
• Oversee the admissions process starting with the Information Sessions, prescreening applications, interviewing scheduling, admissions and enrollment of new students.
• Maintain admissions database and information session feedback
• Represent Wayfinders throughout the year at the Fresno State Staff Executive Committee
• Participate in the Commencement Ceremony to ensure that Wayfinders students are represented
• Oversees application, selection process, and distribution of Wayfinders Assistance Grant (WAG) to qualified students
• Work with Executive Director to maintain the mission of all the committees and ensure staff are modeling the mission of the committees and Wayfinders mission.
• Perform all other duties as requested

QUALIFICATIONS & EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or equivalent required
• Bachelor’s degree preferred
• Minimum of two (2) years experience in a similar administrative capacity
• Knowledge of general office procedures and practice
• Ability to type 45 WPM
• Knowledge of database systems, Internet, spreadsheet and word processing software (Proficient in MAC, Microsoft Office, including Word, Excel, Outlook, Adobe & Google Suite)
• Ability to understand, interpret and apply a variety of complex policies and procedures
• Ability to multi-task and meet deadlines in a fast-paced environment while maintaining a high level of accuracy

SALARY/BENEFITS:

$4,000.00 - $4,300.00 per month ($48,000 - $51,600 annual). Benefits include medical, dental, vision, life insurance, 401(k), vacation, sick and holiday pay.

DEADLINE:

Application review begins June 13, 2024. Position will remain open until filled.

TO APPLY:

Please visit the Auxiliary Human Resources page at https://auxiliary.fresnostate.edu/association/hr/employment-opportunities.html for job announcement and application.

E-mail completed application & resume to: HRAUX@LISTSERV.csufresno.edu

RESUMES WILL NOT BE ACCEPTED WITHOUT A COMPLETED APPLICATION

California State University, Fresno is a smoke free campus. For more information, please click http://fresnostate.edu/adminserv/smokefree/index.html

Employment for this position is by the California State University, Fresno Foundation. This is not a State of California position.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY/ADA EMPLOYER

Job Type: Full-time

Pay: $4,000.00 - $4,300.00 per month

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work Location: In person