Job No: 510315; 4/7/2022
ADVISING ADMINISTRATIVE SUPPORT COORDINATOR
Administrative Support Coordinator II
University Learning Center
Salary Range: $3,440 – $5,639/Monthly
Work Schedule: Full-Time, Monday – Friday, 8:00 a.m. to 5:00 p.m. Temporary appointment expires on or before one-year from date of hire, may be extended, may become permanent, non- exempt classification.
Essential Functions: The Administrative Support Coordinator has broad responsibility for the day-to-day operations and specialized activities supporting advising across the campus, College of Ethnic Studies (CoES), the University Academic Advising Center (UAAC), and the California Promise Program (CAP). The incumbent will: provide administrative support to the Executive Director of Student Success and Advising, and the UAAC Director; coordinate clerical and administrative support functions; identify supplies, materials, equipment, and services needed for the office; hire, train and provide work direction to student assistants; process hiring forms for staff, graduate assistants and student assistants; prepare monthly attendance and payroll reports; process travel arrangements and expense claims; maintain Executive Directors calendar, coordinate and schedule meetings; prepare agenda items, workshops and campus wide advising institutes and forums; create and maintain electronic and hard copy filing system; gather assessment and survey data; track and reconcile budget; monitor expenditures, and develop budget forecast; interact with and solve problems for students, faculty, and staff; and respond to general inquiries for CoES, and UAAC advisor scheduling and create advising appointments; maintain, organize, assemble advising organization master lists and reports; assist with event coordination for Advisor Forum and Institute, Advising trainings, workshops, and new student registration; support tracking and inputting California Promise Program participants into PeopleSoft, and messaging in Navigate LA.; support coordination and assist with multiple center advising pool search committees, and hiring paperwork.
Required Qualifications & Experience: Equivalent to four years of general office experience, which includes providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Experience with consistent front line contact with a variety of campus and community individuals across the campus departments and offices. Thorough knowledge of office methods, procedures and practices. Working knowledge of University resources, policies, and procedures. Proficiency using Microsoft Office applications, including Word, Excel, PowerPoint, and ability to use a broad range of technology, software packages, and systems. Demonstrate competence in understanding, interpreting and communicating procedures, policies, information, ideas, and instructions. Must have effective and developed skills in clerical duties, verbal and written communications with a sound foundation in English grammar, spelling and punctuation. Must have excellent organizational and customer service skills. Ability to: learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies; apply independent judgment, discretion, and initiative to address problems and develop practical thorough and, at times, creative solutions; work independently in executing and coordinating assigned office projects and meetings; coordinate multiple work assignments, units, and apply office policies to exceed established deadlines; and effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Ability and/or interest in working in a multicultural/multiethnic environment. Demonstrated interest and ability to work in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.
Desired Qualifications: Bachelor’s degree from an accredited four-year college or university. Experience supervising student assistants. Coordinator and program experience. Basic knowledge of applicable University infrastructure policies and procedures; advising center experience; familiarity with PeopleSoft-GET system, EAB-Navigate LA, Canvas-Learning Management System, and with policies and procedures related to advising and undergraduate curriculum.
CSU requires 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 should be prepared 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 [email protected].
California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Closing Date: Review of applications will begin on April 25, 2022 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.
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 revised July 21, 2017, as a condition of employment.
The University actively encourages qualified minorities, women, and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause undue hardship
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