Office Coordinator, Learning Center (Administrative Support Coordinator I)

Office Coordinator, Learning Center (Administrative Support Coordinator I)

Job No: 498432
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.

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 CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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

Application Deadline & Salary Information

The application deadline is: Wednesday, December 9, 2020.

The salary range for this classification is: minimum $2,846 - maximum $5,148 monthly.

Major Duties

Under general supervision of the Director for the Toro Learning & Testing Center (TLTC) this position serves as the administrative and clerical support for the Learning Center. The primary duties and responsibilities include providing the staff with clerical and administrative campus procedural support; oversees day-to-day operations, and is the first point of contact for center visitors. The Administrative Support Coordinator will perform a wide variety of tasks which include, but are not limited to: monitoring student traffic and usage to assist Director in determining staff scheduling and hours of operation for a variety of student support services; coordinating check-in and out process, appointment scheduling, and develop procedure for high volume of walk-in tutoring; generate departmental reports, and assist in the development and maintenance of departmental guidelines and procedures manual(s); provides operational support for tutor training programs, and develops resource materials; coordinates and prepares hiring paperwork, supply orders and inventory and departmental travel; and compiles and tracks the program budget. The incumbent must work collaboratively in a team environment and provide exceptional customer service, have a positive attitude, and an active, energetic mind that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness.

Qualifications

Required Education: A high school program, technical/vocational program, or their equivalent.

Required Experience: Three (3) years of related office work experience.

Preferred Education: Two years of postsecondary education at either a two or four-year college or a vocational preparation institution.

Preferred Experience: Two to Four years of clerical experience, including organization, coordination, and performance of duties at a responsible level; experience with equipment/supply requisitions and payroll; experience with EAB/SSC, PeopleSoft, and Common Financial Systems (CFS).

Required Knowledge, Skills, and Abilities:

Knowledge:
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- 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 standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
- Ability to handle multi tasks
- Ability to communicate effectively with university personnel, parents, students, and community members.
- Ability to be fully functional in all technical aspects of work assignments.

Responsibilities

60% - Provide clerical and administrative support for the Learning Center:

Oversees day-to-day operations, and provides essential front-line support. Coordinates student assistants hiring paperwork, on boarding, scheduling, assigning and prioritizing workloads. Serves as the first point of contact for center visitors. Greets students, faculty, staff, and administrators with enthusiasm and identifies their needs via in-person or phone. Coordinates check-in and out process, appointment scheduling, and high volume of walk-in tutoring. Generates departmental reports (weekly, monthly, semester and year- end) from the front desk operations utilizing Educational Advisory Board/Student Success Collaborative platform (EAB/SSC). Assists with departmental activities or University-wide events such as Day at Dominguez, Welcome Week, orientations. Serves as a facilitator for students to assist them with campus procedures and guidelines in the development of self-advocacy and responsibility. Provide information and refers students to other campus support programs. Participates in campus-wide committees as appropriate and assigned.

20% - Coordination of supplies, travel, and budget support:

Responsible for monitoring and requisitions of department supplies and creating an inventory tracking system. Maintains the department's supplies and equipment, including maintenance of service contracts for copiers, computers, software, technology support and other related center items. Creates and maintains a centralized Online filing system and archives for all departmental documents. Assists the director in tracking recurring budget expenditures, assess past usage, and forecast future usage. Monitors the budget. Uses financial software systems or other databases to assist with budget preparation. Assists in preparing monthly, quarterly and year end closing and reporting activities. Assists with budget maintenance and variances, financial reporting and maintenance of budgets. Responsible for travel requests and expense claims for all departmental travel as needed - Act as the department's authorized designee for pay checks.

15% - Assist in the coordination of Online, written materials and publication:

Coordinates website and publication updates gathering program information and content from Senior Coordinator and STEM Coordinator. Supports department's EAB/SSC web-based application for student traffic tracking and electronic forms of student communications and notifications. Coordinates day-to-day communication and social media to students, faculty and staff.

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/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


Applications Close: 09 Dec 2020

To apply, visit: https://careers.csudh.edu/en-us/job/498432/office-coordinator-learning-center-administrative-support-coordinator-i

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