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Career Opportunities

Student Success Center Administrative Support Coordinator (Administrative Support Coordinator II) - 5 Positions

Apply now Job no: 519027
Work type: Staff
Location: Dominguez Hills
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Position Information    

This is a full-time, permanent (probationary) position.

Incumbents will be placed in one of the following Student Success Centers: College of Health, Human Services and Nursing, College of Business Administration and Public Policy, College of Arts and Humanities, College of Natural and Behavioral Sciences, College of Education.

This position may require flexible work schedule especially during the Fall and Spring semesters that includes evening hours and possibly weekend hours.

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  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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

The California State University (CSU) is committed to safeguarding the health and well-being of our students, faculty, staff, administrators, and the communities we serve, as well as maintaining higher education access and attainment for our students, as such, we embrace a comprehensive strategy designed to reduce the likelihood of transmission of the COVID-19 virus.  The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption if eligible.  Any candidate advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy. Questions about the COVID-19 Vaccination Policy may be sent to hrm@csudh.edu.  

Application Deadline & Salary Information        

The application deadline is Monday, September 26, 2022

The salary range for this classification is minimum: $3,681.00 - maximum: $6,034.00

Major Duties

Under the general direction of the Director of the College Student Success Center, the Administrative Support Coordinator (ASC) is responsible for providing administrative support to the Director, Associate Director, and professional Academic Advisors (including retention and graduation specialists) with daily operations in the center. The ASC assists with the maintenance of the department budget and monitors expenses while following appropriate campus business protocols. The incumbent works independently on complex projects and establishes work priorities that will assure completion of projects in a timely fashion. Serves as the initial staff person responsible for providing positive public contact with students, faculty, staff, campus colleges, departments, and the general public. Incumbent also acts as the liaison to campus committees, coordinating schedule, venue, agenda, and minutes.

Qualifications

Required Education and Experience

Education and Experience: A high school program, technical/vocational program, or their equivalents combined with several years of related office work experience, typically equivalent to four years.

Required Knowledge, Skills and Abilities

Knowledge
- Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures including Oracle business software and university financial reporting policies, campus Advising procedures and FERPA privacy law applications.
- Thorough mastery of English grammar, punctuation, and spelling.
- Expertise in using office systems and ability to use a broader range of technology, systems, and packages including Adobe and PeopleSoft.
- Working knowledge of budget policies and procedures.

Skills
- Office skills and knowledge of Microsoft Office applications
- Excellent customer service skills both written and oral

Abilities
- 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.
- Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
- Ability to draft and compose correspondence and standard reports.
- Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
- Ability to communicate effectively with university personnel, parents, students, and community
members.
- Ability to be fully functional in all technical aspects of work assignments

Preferred Qualifications

Preferred Education: Bachelor's degree.
Preferred Experience: Three or more years of operating within a collegiate academic advising
atmosphere, high customer service in high pace environment, including organization, coordination and performance of duties at a complex level; experience with equipment/supply requisitions and payroll.

Preferred Knowledge, Skills, Abilities:
Highly organized, pleasant/positive and solution oriented

Responsibilities

30%  Serves as the initial staff person responsible for providing positive public contact with students, parents, faculty, staff, campus colleges, departments, community college partners, alumni and the general public. Acts as the liaison to campus committees, coordinating schedule, venue, agenda, minutes and reports.

1. Schedules appointments for students with the Director and Associate Director for special needs advising requiring multiple levels of support across the campus

2. Coordinates and attends meetings for various assigned committees

3. Prepares schedule, venue, agenda and material for assigned meetings

4. Records and prepares minutes of meetings and posts on Dropbox

5. Maintains centers digital workflow and tracking

6. Initiates and tracks digital access for center staff and team members working on center projects

7. Acts as triage agent in the Center during peak hours of student visits, referring students to correct resources or prepping students for their advising session

8. Coordinates scheduling, check-in and reporting for assigned workshops and Center activities, including tabling and orientation events

9. Maintains statistical student information, telephone call reports and check-in activity for inclusion in department’s Annual Report

10. Maintains accuracy of intra-university lists such as academic programs, department directory contacts, major advisor office hours by semester, lower division courses within the majors, and majors requiring a minor and keeps website updated

11. Provides general information about workshops and events to visitors and publishes workshops and events on Center website and social media account

12. As assigned, adds and removes flags and holds on student advising accounts

13. Supports Center's web-based applications, i.e., EAB, and other tracking systems and electronic forms of student communications and notifications

14. Assists Director in tracking advisor appointment meta-data like wait-times, cancellation rates, and peak hour utilization

15. As assigned, coordinates Student disAbility Resource Center (SdRC) student paperwork and workflow

25%  Provides administrative support to the Director, Assistant Director, professional Academic Advisors and Graduation Specialists

1. Writes and/or reviews and edits all departmental written material prior to dissemination to the campus or public

2. Maintains access to calendars for all professional staff, schedules meetings between advisors and management, and maintains Director’s calendar for campus and outside meetings

3. Coordinates and maintains all Center events

4. Attends center meetings and stores monthly report for analysis and follow-up

5. Updates and maintains written and online publications

6. Creates tutorials for front desk computers

7. Trains Student Assistant employees on university policies

8. Updates community college equivalent courses for developmental Math and English

9. Assists with data tracking on remediation students, questionnaire responses, etc.

10. Organizes and distributes academic and disqualification packets

15%  Recruits, trains and schedules Student Assistants who support student visits to the center at the in-take desk.

1. Posts Student Worker positions through the Career Center and arranges and conducts interviews for top candidates

2. Assists with preparation of appropriate hiring documents with division HR liaison

3. Provides specific department and university training, including but not limited to; FERPA, time-reporting, attendance, office procedures and guidelines, in-take desk responsibilities, preparing weekly and monthly reports of student advising data, best practices assessment, CMS, Campus Labs

4. Coordinates CMS training and TSC access for their successful support of undergraduate students in preparation for advising opportunities

5. Prepares work schedules for fall, spring, intersession and finals weeks, based on the department’s needs

6. Assigns and monitors all special projects for timeliness and completion

15% Assists with the maintenance of the department’s budget, monitors expenses, and provides reports to the Director.

1. Monitors the department’s budget and expenses through use of CFS Dashboards

2. Meets weekly with Director to provide report on input and output to department’s budget allocations

3. Arranges and reconciles expenses for all travel authorized for department employees

4. Monitors and reconciles p-card

5. Prepares budget overviews for events or special expenses

6. Utilizes campus system for supply ordering

10%  Acts as the Social Media and Digital Information Technology Coordinator for the department.

1. Revises and maintains electronic records for numerous systems and programs required by the department for assessment and campus-wide advisor support.

2. Initiates and maintains e-mail, telephone, computer, printer and systems access for all employees

3. Initiates requests for IT, internet and telephone problems and follows up through solution

4. Maintains professional relationships with Parking & Transportation for efficient service and support of all technology equipment and systems

5. Initiates updates to calendar and information changes on department website

6. Revises and maintains electronic records for numerous systems and programs required by the Director

7. Trains students on social media protocols to weekly post events and workshops

5% 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/campus-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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