Administrative Support Coordinator II

College of Professional Studies
Job #532665
Close Date: Monday, November 27, 2023

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 #532665) Administrative Support Coordinator II, Salary Range: $3,681 – $6,034 monthly. Anticipated Hiring Range: $3,681 – $3,865 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, permanent position with a one-year probationary period in 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 direction of the Dean, and/or in collaboration with the College Dean’s office personnel, the incumbent is responsible for all administrative and clerical support of the Dean’s Office and college-wide initiatives and projects.

Key Responsibilities:

25% – Dean’s Office Oversight

·         Oversees general administrative and clerical support of the Dean’s office.

·         Implements and ensures front office coverage protocol is followed.

·         Provides coverage for reception duties when student employees are unavailable.

·         Recruits, appoints, trains, and provides lead work oversight of student employees giving detailed instructions and work assignments, setting deadlines and priorities, monitoring completion of work, and resolving work-related conflicts and problems.

·         Oversees organization and cleanliness of common office spaces.

·         Ensures that necessary office equipment is maintained and operational and trains and assists users.

·         Maintains college office files to meet all reporting requirements in accordance with university file maintenance and disposal policies.

·         Serves as college representative at Info Exchange Meetings, participating in discussions, and reports back to College leadership and support staff regarding pertinent information on policy or procedural changes.

·         Assists in coordination and support of college staff, Student Advisory Council, Advisory Board, and other college-wide meetings.

·         Serves as Key Advisor for the Dean’s Office, submitting and reviewing key requests, key modifications, and work orders, implementing key control measures to secure facilities, and serving as primary contact for notifications regarding facilities, Telecommunications & Network Services, and campus access.

·         Coordinates facility maintenance and repairs, submitting work requests as needed.

·         Maintains College social media presence using a variety of platforms as the technology changes by sharing information on college events, initiatives, and achievements.

·         Performs other office support duties as needed and assigned to facilitate a supportive and effective administrative office.

15% – Budget and Fiscal Records

·         Responsible for maintaining fiscal records, expending funds, and overseeing the budget for the Dean’s Office and special projects and initiatives in consultation with the Dean and College Budget Analyst

·         Regularly tracks revenues and spending from state and other department funds, prepares periodic analyses of expenditures, and provides reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.

·         Tracks and reconciles budgets pertaining to special projects and initiatives in collaboration with the College appointed coordinators, Dean, AD and College Budget Analyst.

·         Prepares and processes fiscal documents related to the operations of the Dean’s Office and special projects and initiatives as directed by the Dean.

·         Oversees collection and processing of payroll and appointment documents and tracks payroll expenses for student assistants, temporary help, and pool positions, including verification and tracking of state and federal work study for student assistants to ensure adherence to budget.

·         Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses.

·         Purchases, tracks, monitors, stocks, and distributes supplies and equipment as needed in support of special projects and initiatives and submits monthly reconciliation reports.

·         Adheres to spending regulation of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting.

·         Coordinates with Dean, College Budget Analyst, and ITS representative to purchase and coordinate delivery of new computers and equipment across the College and tracks and reconciles purchases.

25% – Administrative and Clerical Support to Dean, Associate Dean, and Dean’s Office Staff

·         Coordinates the Dean and Associate Dean’s (AD) calendars including scheduling appointments and arranging meetings with students, staff, faculty, and community partners. Coordinates the preparation for standing and special meetings with the Dean and AD.

·         Works with the dean to maintain their production calendar and corresponding to-do list, and works with the dean weekly to prioritize activities/projects and helps ensure deadlines are met.

·         Assists the dean in conducting necessary research in preparation for remarks for events.

·         Assists the dean in maintaining dean-specific professional social media.

·         Coordinates travel and provides travel support by making official travel arrangements for the Dean, AD, or designees representing the Dean’s Office.

·         Supports Council of Chairs meetings by maintaining the meeting calendar, recording notes, and disseminating materials as needed for review.

·         Plans and coordinates College events, retreats, and other activities in consultation with appropriate personnel.

·         Drafts, edits, and facilitates official communication on behalf of the Dean and AD when assigned.

·         Completes timely reconciliation of the dean’s purchase card and travel card expenses and submits required monthly paperwork.

·         Fills out and submits necessary forms and applications on behalf of the dean.

·         Supports the Dean with Absence Management, tracking absences, ensuring faculty and staff are reporting vacation, sick, etc. Accordingly, serves as the College-Wide Absence Management Timekeeper and conducts monthly review of absence reporting in PeopleSoft, preparing entries for Dean approval, and interfaces with Human Resources, Academic Personnel Services and Payroll when necessary to ensure compliance with absence reporting.

·         Assists Dean, AD, College Budget Analyst, and Student Placements & Community Engagement Specialist with continuous improvement efforts in the College including re-evaluation of workflow, operational/procedural/safety approaches and makes recommendations for procedural/systems improvement within the College.

15% – Class Climate, Special Projects, and Initiatives Support

·         Provides administrative and clerical support for special projects and initiatives (for example Place Based Learning Communities, Bridge Builders, CPS Scholars, Student Professional Development Fund, etc.) under the coordination of lead personnel employed by the College to support special projects and initiatives (College appointed coordinator) as directed by the Dean and AD.

·         Coordinates and facilitates the college-wide class climate survey process

·         Assists and implements special projects and initiatives in consultation with the College appointed coordinators by working with University entities such as CPS department personnel, Office of the Registrar, Admissions, EOP, ACAC, Housing, Athletics, MarCom, etc. to properly facilitate the needs of the special projects and initiatives.

15% – College Wide Administrative and Clerical Support

·         Provides general information, guidance, support, and problem solving to college-wide faculty and staff.

·         Maintains college-level drives, calendars, and contacts (Google groups, listservs, emergency contact lists, etc.).

·         Understands and explains a variety of university, college and department policies, procedures, and practices to students, faculty, and staff.

·         Coordinates and publicizes College, University and special events and information of interest via bulk email, mail notifications, campus events calendar, CPS calendar, to students, faculty, staff, etc. working with various departments across campus including, but not limited to, Conference & Event Services, Dining Services, Admissions, Alumni Relations, Marketing and Communications, and Distribution Services, as directed.

·         Ensures the College is following University and CSU established processes, procedures, policy regulation and safety standards and supports the Dean and AD on implementation as needed.

·         Oversees Processes student documents (e.g., Petition to Raise Unit Cap).

·         Coordinates with department staff within the College to maintain their capacity to manage updated websites and liaisons with ITS and MarCom as needed and assists in creation and maintenance of landing pages for Place Based Learning Communities, Dean’s Office, and other department pages.

·         Coordinates with department staff and assists with completion of department academic support staff actions in the absence of the support staff, especially during the summer as directed by the Dean and AD.

·         Coordinates with appropriate personnel college-wide commencement preparations including the student and faculty participants (Mace Bearer, Student and Faculty Marshals), and communicates necessary commencement information to all college faculty and staff. Attends all commencement ceremonies and actively coordinates college-wide commencement reception.

·         Supports scholarship administration and facilitates the annual awarding of the CPS Scholars and Student Professional Development awards and other scholarships by working with the relevant departments, Associate Dean, Admissions, and Financial Aid Office.

5% – Other duties as assigned

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

·         Ability to communicate effectively, both orally and in writing, with program administrators, colleagues, students, and the general public.

·         Ability to consistently maintain a service orientation and work cooperatively with staff and faculty, to deal sympathetically and effectively with students and the general public.

·         Must possess organizational skills with demonstrated ability to manage multiple projects and effectively perform a number of complex tasks.

·         Ability to tolerate frequent interruptions characteristic of a busy department office.

·         Ability to remain pleasant and cheerful in the face of occasionally frustrated or upset students, faculty and staff.

·         Ability to work in a stressful atmosphere under the pressure of deadlines.

·         Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.

·         Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

·         Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

·         Ability to effectively handle interpersonal interactions at all levels, including sensitive situations and confidential information. Must have demonstrated ability to maintain confidentiality and exercise judgment and discretion appropriately.

·         Thorough knowledge of office methods, procedures and practices.

·         Knowledge of budget and fiscal management and generally accepted accounting procedures.

·         Thorough knowledge and mastery to use current versions of PC applications: spreadsheets (especially MS Excel), Word processing (MS Word), electronic mail, electronic files and internet.

·         Demonstrated ability to learn new software programs.

Minimum Qualifications:

Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Preferred Qualifications:

·         Equivalent to three years of progressively responsible administrative support experience with a wide variety of responsibilities and duties, which has provided the incumbent with the knowledge and abilities described in Key Responsibilities above.

·         Bachelor’s degree in Business Administration or a related field is desired.

·         Knowledge of PeopleSoft and OBI.

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 reference
Application Deadline: The deadline to submit application materials is 11:55 p.m. on Monday, November 27, 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 http://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:  11/6/2023