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Career Opportunities

Department Coordinator, CAH (Administrative Support Coordinator I)

Apply now Job no: 505551
Work type: Staff
Location: Dominguez Hills
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Position Information     

This is a full-time, temporary position.

** Successful candidates in these temporary appointments may be appointed from a few days up to one year depending on the assignment.  Temporary appointments must end on or before the end of the fiscal year (June 30th of the following year), with the possibility of renewal.

Conditions of Employment         

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  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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.

The person holding this position is 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.

Application Deadline & Salary Information         

The application deadline is: Wednesday, October 26, 2021. 

The salary range for this classification is: minimum $3,064 - maximum $5,148 monthly.

Major Duties

Under general supervision of the Academic Resource Manager and in collaboration with the Department Chairs, the incumbent is responsible for overseeing all office activities. The incumbent performs coordination of administrative support functions for the following academic departments/programs of College of Arts & Humanities: Africana Studies, Asian Pacific Studies and Chicano/a Studies. The incumbent coordinates many complex tasks, set priorities, interpret different academic policies and procedures, and communicate effectively with faculty, students, and staff, in-person by telephone and electronic communication. The incumbent is expected to compose and type memos, letters, notices, directives, bulletins, schedules, and agendas; schedule and coordinate appointment calendars, travel, arrange meetings and ensure that proceedings are properly recorded; track, and report on department expenditures; create and maintain filling systems for administrative activities, curriculum, faculty personnel, and student records. Incumbent will also provide lead work to other staff and student assistants.

Qualifications

Required Education: High school program, technical/vocational program, or their equivalents.

Required Experience: Several years of related office work experience, equivalent to three years.

Preferred Qualifications: 

Education: Professional clerical training OR bachelor's degree from an accredited college or university, with a program-related major preferred.
Experience: Experience in a university setting and experience with computer network systems, e.g. Peoplesoft and use of word processing and spreadsheet software programs preferred.

Required Knowledge, Skills, and Abilities: 

Knowledge of:
- Correct English grammar, spelling, and punctuation;
- Modern and standard office procedures, practices, methods, records keeping;
- Proper customer service techniques;
- University or academic infrastructure, policies and procedures.

Ability to:
- Use standard office equipment and word processing and other computer software programs;
- Exercise judgment and act independently in establishing and applying policies and procedures;
- Obtain information, interpret and apply statewide, university, college and department policies and procedures, as well as established laws, rules and regulations;
- Maintain confidentiality;
- Maintain cooperative working relationships and relate effectively to-persons from diverse backgrounds;
- Perform routine administrative tasks effectively, efficiently and in detail;
- Produce written documents and reports with clearly organized thought, using proper format, sentence construction, punctuation, and grammar and from multiple, fragmentary instructions;
- Perform standard business math, track, monitor and reconcile budget data and make simple projections based on this data;
- Sort, separate, arrange, file or distribute incoming/outgoing materials;
- Communicate clearly in writing and orally. in group settings, face-to-face, one-on-one and via telephone;
- Provide lead work direction and coordinating of unit work flow of other support staff;
- Handle effectively a broad range of interpersonal contacts, from those at a higher level and those sensitive in nature to the members of the general public and those requesting general information;
- Respond to routine inquiries and explain standard policies and procedures to others;
- Be flexible.

Skill in:
- Fundamental writing and presentation skills effectively communicate standard information;
- Planning, organizing, coordinating and performing multiple work assignments;
- Operation of standard office equipment, including printer, copier, fax machine, etc.;
- Full range of office support technology and systems, including word processing, spreadsheet, on-line system, voicemail, electronic mail;
- Working with personnel at various levels.

Responsibilities

50% - Independently responsible for the coordination of the day-to-day functions in support of departments and or programs; Compose and prepare memos, letters, notices, and bulletins as requested; Provide confidential assistance related to student issues and records that are sensitive in nature; Provide administrative support related to program reviews, accreditation, grant submission, and other projects; Assist program coordinator/department chair in the faculty recruitment process; Coordinate with Dean's office staff with work flow to the CAH Dean's Office and with assistance on special projects; Coordinate program/department-related meetings by scheduling, preparing agenda, and following-up on action items that arise from the meetings; Assist in responding to student inquiries, requests for service, and complaints via phone, e-mail or in-person; follow-through on the resolution of problems; Coordinate and/or assist with program/department-sponsored special events; Maintain program/department alumni database; Develop and maintain files and other records related to personnel, class scheduling, student and enrollment, budgetary and financial matters; Assist program coordinator/department chair in preparing semester class schedules, including¬∑ entering data in the campus network system; Report faculty absences to the dean's office.

30% -  Provide clerical support for departments and programs including but not limited to; Maintain calendars for Program Coordinator and Department Chair; process travel forms; Order supplies and services as necessary and maintain office supply inventory; solve problems, schedule repairs and other services, and track department accounts and expenditures; Plan and provide lead work direction for student worker; Pick up and distribute payroll checks; Maintain directory listings and faculty office hours; Serve as program/department receptionist.

10% -  Assist faculty with clerical and administrative functions; Provide assistance to new faculty in work processes and procedures; Complete access forms, i.e. key requests, CMS access, email account; Assist faculty with processing travel forms; Assist faculty with acquiring instructional supplies and copies of instructional materials.

10% - Other duties as assigned. 

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills is an 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, or protected veteran status.   For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free.  Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property.  Education Code 42356, CCR Title 5, Article 9

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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