California State University, Chico ADMINISTRATIVE SUPPORT COORDINATOR (Administrative Support Coordinator I) in Chico, California

Position Summary

Primary Duties

Under general direction, the Administrative Support Coordinator (ASC) will work independently and coordinate entire clerical and administrative support functions in the Science Education department office. Provides essential front line administrative support to department with oversight of daily operations, professional services for faculty and students, often interpreting and applying policies and procedures independently, using judgment and discretion to act when precedents do not exist, and coordinating multiple work unit projects and priorities. Responsibilities include lead direction for a student assistant, reconciling and maintaining department budgets, coordinating academic year course offerings and schedule. The ASC will establish and maintain cooperative working relationships with students, staff, faculty and administrators.

Knowledge, Skills and Abilities

KNOWLEDGE: Incumbent must possess:

  • Thorough knowledge of:
  • Office systems, methods, standard procedures and practices.
  • English grammar, punctuation, and spelling.
  • Fluency in using standard office equipment (computers, copiers, phones) and standard office software packages such as, Microsoft Office (Word, Excel, and Outlook) and ability to use a broad range of technology systems and software.
  • Working knowledge of:
  • Budget policies and procedures.
  • Records retention practices and policies.
  • Knowledge of business mathematics beyond basic arithmetic.

SKILLS: Incumbent must possess:

  • Active problem solving and effective interpersonal skills as work often involves front line contacts with a variety of campus and community individuals.
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
  • Demonstrated competence in effectively presenting standard information in writing.
  • Typing and keyboarding skills.

ABILITIES: Must have the ability to:

  • Independently handle multiple work unit priorities and projects.
  • Effectively handle a broad range of diverse interpersonal contacts, including those at a high level and those sensitive in nature.
  • Perform standard business math, such as calculate ratios and percentages, track financial data, analyze budgetary data, and make accurate projections requiring some inference.
  • Draft, compose and appropriately format correspondence and reports.
  • Use and quickly learn standard office equipment, a broad range of technology systems and standard computer software packages (i.e., Microsoft Word, Excel, Outlook).
  • Troubleshoot most office administration problems and respond to all inquiries and requests related to work area, and explain standard policies and procedures to others.
  • Analyze operational and procedural problems and develop, recommend and evaluate proposed solutions.
  • Clearly communicate orally and in writing.
  • Learn, independently interpret, and apply a wide variety of complex policies and procedures, where specific guidelines may not exist.
  • Understand and operate in a variety of organizational structures.
  • Identify and solve standard problems where policy and procedures are referenced and refer more complex problems to appropriate staff.
  • Apply independent judgment, discretion, and initiative to address problems, participate in developing practical, thorough and, at times, creative solutions.
  • Respond to routine inquiries and explain standard policies and procedures to others.
  • Organize and direct workflow for the smooth and effective operation of the work unit.
  • Compile and assemble reports, using judgment and discretion in selecting and analyzing information for inclusion, and effectively present the information.
  • Troubleshoot technology problems using knowledge of error messages and of operating systems.
  • Understand problems from a broad perspective and anticipate the impact of office administration problems and solution on other areas.
  • Effectively write and present own reports using judgment and discretion in selecting and analyzing information for inclusion.
  • Use negotiation and persuasion skills to achieve results and expedite projects.
  • Perform duties as assigned.
Required Education and/or Experience

This position requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. These qualifications, and those listed above, would normally be obtained through completion of a high school program, technical/vocational program, or their equivalents combined with three years of related office work experience.

Additional Requirements for this Position

N/A

Recruitment Preferences

Preference may be given to applicants with the following as they may be considered specialized skills:

  • Four years recent work experience providing administrative support.
  • Two years of experience working with budgets and projections.
  • Experience with report generation and analysis, or similar type.
  • Prior experience using a data base management system or scheduling software.
Special Requirements
  • 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 apply for the position. This is considered a sensitive position. Current CSU, Chico employees are subject to a background check (including a criminal record check) if voluntarily moving into a sensitive position, regardless of any background checks previously conducted. Incumbent is responsible for the safety and security of Level 1 data, sometimes also referred to as Level 1 protected data. This is confidential information that is in most cases protected by statutes, regulations, or other legal mandates.
  • The duties of this position will include participation in a decision that may have a material/financial benefit to the incumbent. Therefore, this is a “designated position” under the California State University’s Conflict of Interest Code and the incumbent will be required to file a Form 700: Statement of Economic Interest and is subject to the regulations of the Fair Political Practices Commission. (Category 2) Note this designation is applicable only if Procurement Card is issued.

PHYSICAL REQUIREMENTS: Incumbent/applicant will need to be able to perform the essential job functions (duties) of this position with or without reasonable accommodation. This position alternates between remaining in a stationary position operating a personal computer for long periods of time and frequently moving about inside the office. Must be able to travel across campus to other offices and buildings for meetings and events.

WORK ENVIRONMENT: Work is performed in a typical office environment operating standard office equipment.

Benefits

This position qualifies for benefits including tuition fee waiver (if eligible).

Benefit Information

CSU, Chico offers a number of benefits to its employees (e.g., sick leave, vacation, health insurance). Eligibility for standard CSU benefits is based on an appointment of half-time or more for a period exceeding six months. Employees appointed less than half-time or less than six months are not eligible for standard CSU benefits but do receive prorated sick leave and vacation.

Eligibility for Affordable Care Act (ACA) benefits is based on an appointment of at least three-quarter time, hired to work a minimum of 130 hours per month over the course of the appointment or works an average of 130 hours or more per month during the measurement period. The ACA guidelines provide for health coverage or FlexCash only. ACA does not provide dental or vision plan coverage.

About the University and Community

Detailed information is available at http://www.csuchico.edu/pa/chico-facts.shtml. As a university that educates students of various ethnic and cultural backgrounds, we value a diverse faculty and staff. CSU, Chico welcomes applicants who are knowledgeable about and interested in working within a cross-cultural learning environment. We also welcome those who share a passion and commitment to the University’s 6th Strategic Priority that focuses on sustainability, stewardship, and the environment – see http://www.csuchico.edu/sustainability/index.shtml.

California State University, Chico is committed to achieving excellence through diversity in the classroom and the workplace. It strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students, faculty, and staff.

The university 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.

Recruitment Number: VA961

Posting Period: 04/16/18 – 04/30/18

On Campus Only Promotional Opportunity: No

Working Title: ADMINISTRATIVE SUPPORT COORDINATOR (Administrative Support Coordinator I)

Class Title: ADMINISTRATIVE SUPPORT COORDINATOR -12 MONTH

Level/Range/Grade: 1

Salary Range (From $ to $): $2,846 - $4,852 per month (New employees should anticipate being hired at the beginning of the salary range)

Department: Dept of Science Education

Number of Positions: 1

FLSA Code: Non-Exempt

Status: Regular: Permanent (after one-year probationary period)

Full-time/part-time (if part-time, indicate time base): Full-time

Pay Plan: 12/12 month

CBU/MOU: R07 - CSUEU Clerical & Administrative Support Services

Quick Link: http://jobs.csuchico.edu/postings/4839

Hours Per Day: 8 hours during the school year / 10 hours during the summer

Days Per Week: 5 days during the school year / 4 days during the summer

Shift: Day

Open Date (posting open date): 04/16/2018

Close Date (posting close date): 04/30/2018

Open Until Filled: No