ADMINISTRATIVE SUPPORT COORDINATOR (507269), Los Angeles, California

Created 11/25/2021
Reference 479891
Job type Full Time
Country United States
State California
City Los Angeles
Zip 90032
Description:
Job No: 507269; 11/23/2021

ADMINISTRATIVE SUPPORT COORDINATOR

Administrative Support Coordinator II
Kinesiology & Nutritional Science

Salary Range: $3,352 - $5,639/Monthly

Work Schedule: Full-Time, Monday - Thursday 9.00 a.m. to 6.00 p.m. and Friday 8.00 a.m. to 5.00 p.m.; non-exempt classification. Temporary one-year appointment; may be extended; may become permanent.

Essential Functions: Under the general supervision of the School Director, the incumbent will be responsible for managing and coordinating the administrative functions for the School of Kinesiology and Nutritional Science and is entrusted with the security and confidentiality of all program personnel records. The incumbent will: prepare all necessary forms and documents to request and hire new full-time and part-time faculty; assist with travel arrangements and is responsible for coordinating campus interviews for full-time and part-time faculty hires; participate in staff interviews and has the primary responsibility for interviewing student assistants for the program; prepare all personnel documents including appointment letters, personnel employment transaction forms, and evaluation reviews; inform and assist faculty with the Appointment, Retention, Tenure, and Promotion process (RTP); document faculty assignments and their unit allocations; maintain personnel records for staff and student assistants; complete attendance and absence requests for all faculty, staff, and student assistants as required; verify student assistant work hours; maintain current records and data reports for the school; comply with the school's guidelines for the storage and retrieval of all school records, including computer files; contribute in all aspects of data collection and preparation of reports in accordance with the guidelines of the accrediting organizations; assist in refining and developing assessment tools and survey instruments for data collection and analyze data and assist in preparation of mandated annual reports and self-study documents; edit materials for completion, accuracy, and duplication; assist and supervise the ASC I to develop a master class schedule for Kinesiology academic and activity courses with input from the School Director and Physical Activity Program Coordinator; use available tools such as EAB, GET, and Institutional Effectiveness dashboards to generate a data-driven approach to class scheduling; develop systematic ways to analyze the patterns of enrollment to ensure student scheduling needs are met; enter and finalize work assignments in PeopleSoft; help with the recruitment of part-time faculty for courses not yet filled; work with the College Scheduler to request any changes to the fall, winter intersession, spring, and summer course schedules by requesting Schedule Maintenance forms to ensure the most accurate schedule is available to the students for registration; frequently attend campus training sessions to stay current with the new university policies and program procedures being used on campus; collect and maintain information for catalog updates and course changes; maintain files or course changes and proposals for catalog and non-catalog copies and observes timelines to ensure timely submission of documentation and copy; assist the Search Committee in recruitment procedures; oversee the committee; follow the proper protocol; adhere to the university policies and guidelines; update confidential files on applying candidates, set up phone/on-campus interviews, and if candidates are invited to campus, organize appointments with the committee, director, faculty, and administrative personnel; submit proper documentation for new hires to the dean's office for approval; keep faculty and staff apprised of new and updated information and assists in implementing university policies and procedures concerning personnel practices, admissions, add/drop procedures, guidelines for hiring, part-time faculty entitlements, and travel procedures; serve as the resource person for maintaining continuity in policy by providing historical background, information necessary for compilation of reports, and proposals; recommend policy changes for efficient operation of the department office; attend College and University meetings pertaining to policies and procedures, e.g., ARTP, MOU, and hiring processes for full-time and part-time faculty and staff; prepare faculty orientation materials, advising materials, handbooks, brochures, as well as other materials; supervise the duplication of all course work, syllabi, and exams; prepare independent replies to program inquiries and correspondence online as well as written evaluations for student assistants; edit materials for publication and advertising; assist the Director in the management of the school as requested; assist with the orientation of new and part- time faculty; serve as a public relations liaison for the School of Kinesiology, Nutrition & Food Science, in responding to inquiries from faculty, students, campus offices, and the community regarding programs and university policies and procedures; serve as the main contact person for student groups and the alumni association; act as an event coordinator for freshmen and transfer orientation sessions, student-success activities, departmental conferences, activities, alumni events and meetings; serve as a resource and assists faculty in making arrangements for special events that include obtaining a food permit, reserving facilities, creating flyers, and arranging accommodations and catering needs; work with office software packages and a HTML editor; participate in the hiring process for the school's student assistant positions and is primarily responsible for hiring 3-5 student assistants each quarter; maintain and supervise the staff in the advisement and main office; provide instructional training and supervision of all clerical staff and student assistants on policy and procedures, university computer programs, and equipment; prepare the necessary documentation for hiring, separations, timesheets, evaluations, and pay increases; and perform other appropriate duties as assigned such as keeping full and part-time faculty informed on quarterly deadlines and scheduling changes.

Required Qualifications & Experience: Equivalent to four years of general office experience, which included providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. The incumbent must demonstrate: strong critical thinking skills; excellent verbal and written communication with a sound foundation in English grammar, spelling and punctuation; strong organizational and customer service skills; comprehensive and detailed knowledge of the university infrastructure, policies, and procedures; fluency in using office software packages, technology, and systems; initiative and ability to independently evaluate and set priorities; coordination of multiple work assignments and adjust to rapidly changing priorities and apply office policies to exceed established deadlines; responsiveness to all inquiries and requests related to the work area; the ability to troubleshoot most office administration policies and procedures independently; thorough knowledge of office methods, procedures, and practices; proficiency in performing most or all work assignments. The incumbent must have the ability to: identify deviations from applicable policies; apply independently in a wide variety of complex policies and procedures where specific guidelines may not exist; apply independent judgment, discretion and initiative to address programs; develop practical, thorough, and at times creative solutions; respond to all inquiries and requests related to the School; perform standard arithmetic functions of a transactional nature including tracking and comparing data; draft and compose correspondence and standard reports; and effectively handle front line contacts with a variety of campuses and community individuals requiring active program solving and interpersonal skills. Working knowledge of budget policies and procedures. Demonstrated competence in effectively presenting standard information in writing, competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Preferred Qualifications & Experience: Experience working in higher education and working with college-aged students. Bilingual English/Spanish.

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 system-wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

Closing Date: Review of applications will begin on December 8, 2021 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.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. 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 an undue hardship. We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678
Closing Date/Time: Open until filled
Employer Cal State University (CSU) LA

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