ADMIN SUPPORT COORD II -12

ADMIN SUPPORT COORD II -12

Job no: 526477
Work type: Staff
Location: Humboldt
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Athletics, Probationary, Full Time, On-site (work in-person at business location)




Administrative Support Coordinator II

Athletics Department
Job #526477
First Review Date: Wednesday, May 3, 2023

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

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.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #526477) ASCII, Administrative Support Coordinator II, Salary Range: $3,681 - $6,034 monthly. Hiring Range: $3,681 - $4,000 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 the Athletics Department. 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.

Position Summary:

Under the general supervision and direction of the Executive Director of Intercollegiate Athletics, this position provides the administrative coordination and support to the Department of Intercollegiate Athletics. This includes the Director, Associate Athletic Director, Assistant Directors, and other administrative staff, and twelve intercollegiate sport programs and their respective coaches. The ASC oversees the running of the department office and trains and supervises multiple student assistants. This position is also responsible for coordinating special events for the Athletics Department.

Key Responsibilities:

30% Administrative Support:

Receives and composes sensitive correspondence and other communications;

Supports and coordinates general office activities and provides and oversees all reception services including receiving a wide variety of visitors, including students, staff, alumni, community members and donors;

Maintains paper and electronic filing systems; responsible for creating and maintaining departmental procedures manual and maintaining the policy manual;

Arranges and creates calendar meetings and events for the Director of Athletics and the department;

Assists with travel arrangements for Executive Director of Athletics, the department senior leadership team, and select NCAA Head Coaches; this includes booking travel, submitting travel authorizations and expense reports in a timely manner; also trains and assists coaches in the use of Concur travel, travel policies and timeliness for booking travel;

Triages and assesses student issues for appropriate referral;

Acts as the key advisor for the department and is responsible for requesting PeopleSoft access, key cards, phone line connections, printer payments, maintenance requests, makes room/field reservations, and log of games, etc.;

Supervises and trains the department office student assistants and the orientation student graduate assistant; establishes priorities and workflow, delegating work as needed; and completes student time sheets;

Responsible for office inventory, equipment maintenance, and ordering supplies; assists with the submission of requisitions and purchase orders as required;

Responsible for processing, receipting and tracking in-kind donations and sponsorships;

Prepares and submits ProCard Reconciliation for Director of Athletics.

Provides back-up support for the Assistant Athletics Director for Compliance regarding Title IX duties;

Tracks non-conference game contract workflow, forms, signatures, reconciliation and filing.

25% Special Events Coordination and Support:

Supports and/or coordinates the planning and execution of existing special events, as well as co-coordinating the process of adding new special events per the department's needs;

Coordinates and plans logistics/execution of all VIP events in conjunction with the President's Office administrative support staff;

Processes documents including payment of invoices and reimbursements, location requests and VIP gift purchases;

Performs event-based budget reconciliation and reporting using financial reporting spreadsheets;

Assists in the development of invitation lists, and manages the reservation process for internal and external events;

Responsible for the seasonal and ongoing coordination and implementation of the Athletics Department master schedule; provides guidance and advice to external relations personnel on the development and maintenance of a year-long special events calendar.

25% Orientation Support:

Manages the phone lines and directs messages to the proper coaches or staff members;

Serves as the point of contact during the transition of hiring new coaches, staff members and graduate assistants;

Trains and requests appropriate access for new hires within the department;

Physically present during the onboarding process for all new coaches & staff members;

Supervises the graduate assistant program;

Completes student timesheets for graduate assistants and part-time student assistants;

Co-manages all budget purchases for orientation, requests POs, completes requisitions, and keeps a ledger of all purchases related to onboarding;

Maintains learning guides for processes in Peoplesoft regarding game contracts, facility/maintenance requests, and scheduling support for the department.

15% Confidential Personnel & Student Support:

Handles sensitive and highly confidential information;

Makes recommendations on employee staffing issues;

Works directly with students, coaches and staff members on a range of public and private matters that include (but are not limited to) catastrophic or medical withdrawals, student absences, community disasters, or death;

Coordinates with UPD regarding missing students;

Provides student conduct verification and community service placements; lead staff for responding to subpoenaed or requested student records which includes reviewing and redacting personal FERPA protected information;

Develops and composes confidential correspondence regarding high-level sensitive issues.

Completes and files coach contracts & Human Resources documents;

Coordinates and tracks new employee background checks, onboarding, and training regarding departmental and University policies and procedures.

Assists with Clery Act reporting on behalf of the department;

Projects department needs determined by the Director of Athletics.

5% Other Duties as Assigned:



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

Organizational, task and time management skills, including planning, prioritizing, and managing work in a confidential office setting with diverse demands and frequent interruptions; recognizing and quickly accommodating changing priorities; performing detail work accurately an efficiently.

Ability to enthusiastically plan and implement campus and community events and complete special projects in a timely fashion; ability to multi-task and manage projects with varying deadlines;

Advanced office management skills required to fully support the Director of Athletics and maintain efficient operation of the Athletic Department office; skill in problem solving and researching solutions; using independent judgment in decision making, ability to work independently;

Ability to attend various functions, including some evenings and weekends;

Must have the ability to perform business math, analyze budget data, make projections, and run and write reports.

Ability to maintain confidentiality and exercise discretion and good professional judgment; able to provide friendly, helpful assistance while maintaining a calm, professional demeanor, even during busy periods and in stressful situations.

Must be able to quickly acquire organizational knowledge of campus operations, procedures, structure and functions of the University, including skill in learning and understanding policies, procedures and practices related to the Athletics Department; developing and making recommendations for procedures to maintain efficient office operations; willingness to accept direction from multiple sources.

Excellent communication and collaboration skills, including establishing and maintaining positive working relationships, communicating effectively with a diverse population, and demonstrating excellent interpersonal skills; communicating clearly and concisely in writing, and a thorough knowledge of English grammar, spelling and punctuation.

Recent professional experience using personal computers and a variety of software applications including a thorough knowledge of PC and/or Mac environments, extensive experience using MS Office (Word, Excel and others), and email/calendaring programs. Experience with systems such as Peoplesoft and OBI (Oracle Business Intelligence), Zoom, Drupal, Google Suite (includes Google Drive, Docs, Sheets and Forms) is preferred.

Demonstrated sensitivity to cross-cultural perspectives and experiences, with the ability to establish and maintain working relationships with staff, students, coaches and faculty from diverse backgrounds.

Minimum Qualifications:

Entry to this classification 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. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

Equivalent to five years of progressively responsible administrative support experience which has provided the applicant with the knowledge and abilities listed above.

Bachelor's degree from an accredited college or university. Experience working in a university athletic department or at Cal Poly Humboldt.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

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 11:55 p.m. on Wednesday, May 3, 2023.

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

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.

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. 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 a condition of employment.

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 offer 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.

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: April 19, 2023


Advertised: 19 Apr 2023 Pacific Daylight Time
Application Closes: Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/526477/admin-support-coord-ii-12

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