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Academic Personnel Services Office Coordinator

Employer
Cal Poly Humboldt
Location
California, United States
Salary
Salary Not specified
Date posted
Dec 1, 2022


Academic Personnel Services Office Coordinator

Job no: 521360
Work type: Staff
Location: Humboldt
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)





Academic Personnel Services Office Coordinator

Academic Personnel Services
Job # 521360
First Review Date: Thursday, December 15, 2022

Open Until Filled

(Job #521360) Administrative Support Coordinator I, Academic Personnel Services Office Coordinator, Hiring Range: $3,505 - $3,700 monthly. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a full-time, benefited, non-exempt, 12-month pay plan, permanent position with a one-year probationary period in Academic Personnel Services. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Now is an exciting time to join Academic Personnel Services as we transition to Cal Poly Humboldt! Cal Poly Humboldt has been named the state's third polytechnic institution and the first in Northern California. Backed by a historic state investment, we're adding in-demand new academic programs, building new facilities, and growing our enrollment. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Position Summary:

The position provides coordination of the clerical and administrative support functions for the Academic Personnel Services office, and provides administrative support to the AVP for Faculty Affairs. The position is also the coordinator for special projects in the APS office, and provides support for a variety of processes involving faculty appointments and separation. They are also the first point of contact for the office, assisting current employees, the general public, and applicants for employment. Responsibilities of this position include monitoring and reconciling the department budget and tracking expenses; coordination between academic departments and APS surrounding appointment and separation forms; responding to a broad range of general questions; coordinating travel for the AVP FA and APS staff; using independent judgment, directs calls, emails, and face-to-face inquiries appropriately; inputting data into PeopleSoft as required; supervising the student assistant; and performing a variety of other office coordination activities.

Key Responsibilities:

Provide confidential administrative support to AVP for Faculty Affairs; complex calendaring support, using judgment to appropriately schedule requests and solve schedule conflicts; review upcoming meetings, anticipating needs and prepping materials with minimal guidance/supervision; electronic filing of personnel action file materials; distribute forms and documents to departments, faculty and staff as appropriate; assist in inventorying and ordering office supplies when needed; create/send correspondence as needed; update APS website as appropriate; provide general administrative support, using judgment to appropriately respond to telephone, e-mail, and in-person inquiries, or appropriately direct inquiries to staff based on areas of responsibility; serves as Key Advisor for APS Office, coordinating with TNS, ITS, and Facilities Management; greet and serve visitors and campus community members with a positive, friendly attitude and helpful demeanor; and provide assistance to faculty and staff on where information on programs, policies or procedures can be found.

Knowledge, Skills, and Abilities Associated with this Position Include:

  • Demonstrated excellent interpersonal skills including the ability to work cooperatively and effectively in person and over the telephone with employees at various levels of the organization, with co-workers and supervisors, and with the general public;

  • Thorough knowledge of correct English grammar, spelling and punctuation and the ability to communicate effectively both orally and in writing;

  • Working knowledge of budget procedures and ability to perform standard business math;

  • Demonstrated proficiency with word processing and spreadsheet applications, specifically Microsoft Word and Excel;

  • Ability to perform detail work with a high degree of speed and accuracy;

  • Ability to effectively organize, prioritize and complete tasks independently in a fast-paced environment with frequent interruptions and conflicting deadlines;

  • Thorough knowledge of office methods, procedures and practices;

  • Ability to make independent decisions and exercise sound judgment;

  • Demonstrated ability to establish and maintain effective working relationships in a team-oriented environment;

  • Demonstrated ability to maintain a high degree of confidentiality and exercise discretion and appropriate judgment in handling sensitive material;

  • And the ability to understand, interpret and apply policies and regulations in specific situations.

  • Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.

    Minimum Qualifications: Excellent written and oral communication skills, including proper use of English grammar, spelling and punctuation; ability to understand standard office procedures; ability to operate standard office equipment; ability to learn office technology systems; ability to perform basic arithmetic calculations; ability to understand and operate within the campus organizational structures; typing and keyboard skills. High school diploma or equivalent plus experience in an office environment required.

    Preferred Qualifications: Equivalent to two years of full-time general office experience, or one year general office experience plus 4-year college or university degree preferred.

    Application Procedure: To apply, qualified candidates must electronically submit the following materials via PageUp:
  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is 11:59 p.m. on Thursday, December 15, 2022.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

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 hr@campus.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Humboldt Annual Security Report is available at: https://clery.humboldt.edu/content/annual-security-reports.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent off of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be 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. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: November 30, 2022







Advertised: 30 Nov 2022 Pacific Daylight Time
Application Closes: Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/521360/academic-personnel-services-office-coordinator

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