Job Details

Administrative Coordinator (Administrative Support Coordinator II)
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Position Number: 1599235
Location: Rohnert Park, CA
Position Type: Secretary and Administrative Assistants

Administrative Coordinator (Administrative Support Coordinator II)
Sonoma State University

Job ID: 104909
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Regular

Department Name
Early Childhood Studies, School of Education

Salary and Benefits
The salary range for this position is $3,115 to $3,792 a month. Starting salary placement depends on qualifications and experience, and will not exceed $3,792 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on September 13, 2019. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.

Responsibilities
Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under general direction of the Administrative Manager, School of Education, with additional lead work direction from the Department Chair, the Administrative Coordinator initiates, coordinates, and implements a variety of administrative duties in support of the administrative operations of the Early Childhood Studies Department (ECS). The incumbent often makes recommendations related to operational and policy matters and evaluates work procedures; coordinates and executes large scale, complex projects with broad, visible impact which involve overseeing coordination with other departments. Work involves identifying needs, planning and initiating projects, coordinating and delegating work and seeing a project through completion, implementation and evaluation. Contacts involve interaction with all levels inside and outside the university, and incumbent typically provides lead work direction to other staff.

Major duties of the position include, but are not limited to, the following:
Academic Support:
- Maintains an extensive knowledge of course catalog, departmental programmatic policies and procedures, and serves as a resource for students and faculty regarding departmental program requirements and deadlines.
- Serves as first point of contact for inquiries from students and prospective students regarding the ECS major/minor/MA program, Child Development Permits and general SSU degree programs. Provides students/prospective students with information or directs them to appropriate resources.
- Provides technology support for department equipment. This includes providing regular maintenance for sets of in-class use iPADs (install updates, add apps, etc.); maintaining document cameras; replacing equipment that gets broken; creating and implementing a check-out system for equipment.
- Assists Department/School with student outreach and recruitment efforts, e.g., produce ECS major flyers; attends recruitment events; creates posts to social media; etc.
- Coordinates the ECE Certificate Program offered through Extended Education. Assists students in navigating online learning processes. Works with Extended Education to coordinate advertising and student enrollment.
- Updates advising lists in PeopleSoft to reflect accurate information of students.
- Retrieves student data via queries, i.e., tracks and reports number of students in ECS major and minor; reports status and/or progress of students in program, identifies required courses still needed.
- Maintains FileMaker Pro ECS Program database for each student for supplemental data required for ECS majors. Tracks and provides Department Chair and faculty reports for their advisees' status as they progress through the program.
- Assists with student registration by tracking course enrollments, restricted courses and faculty permissions.

Administrative
- Maintains files and processes student forms, i.e. graduation applications, advising records, course substitution forms and field placement records.
- Works with Department Chair to assist with the coordination of ECS students' field placement sites.
- Coordinates ECS legal seminar, including the coordination of student access to materials and administration of test.
- Assists with the publication of the ECS newsletter. Creates and develops desktop publishing to produce camera-ready copy for department's newsletter and informational bulletins; including being responsible for collecting content, working with the Department Chair and key faculty.
- Coordinates ECS events and meetings, including co-hosting the Early Learners Conference (with SCOE); annual community advisory board meetings; student socials; brown bag talks and group advising sessions with students and faculty; hosts prospective transfer students from community colleges in service area; other events as needed.
- Provides support to incoming adjunct faculty. Assists with orienting them to campus and department policies and procedures; completing necessary forms and providing start-up materials.
- Updates/formats department documents (e.g. student handbook, department calendar, information packets for the major and minor, ECE MA application, student forms, etc).
- Assists faculty with field trip procedures and form completion/retention.
- Coordinates updates to the ECS website with Department Chair and Dean's Assistant.
- Coordinates applications for the Nourot Scholarship.

Fiscal
- Maintains department budgets using Excel spreadsheets to post, track and reconcile expenditures for general fund and special projects/contracts. Produces monthly financial report for the Department Chair.
- Serves as account holder for the Procard Program; purchasing supplies and materials, preparing monthly reports and working directly with vendors and accounting department to resolve contested items.
- Generates and process EREQs, EBERs, travel claims, invoices, etc.

Clerical
- Takes minutes at department and committee meetings.
- Maintains department store of non-tech teaching materials (replenishing consumables, checking out materials to faculty, etc.)
- Maintains updated list of e-mail addresses and contact information for current students and those students who have graduated (for assessment purposes and community partner communications).
- Supports faculty copy needs (e.g. scanning book chapters).
- Maintains hallway bulletin boards and department displays.
- Assists faculty with travel and hospitality procedures and forms.

Performs other secondary duties as assigned.

Duties take place mostly in an office setting however, additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. Your specific start time is determined by your Appropriate Administrator. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.

Qualifications
This position requires a high school degree or technical/vocational program and a minimum of three years administrative work experience involving program administration and/or an equivalent combination of education and experience involving study, analysis, and/or evaluation leading to the development of improvement of administrative policies, procedures, practices, or programs. The incumbent must have a thorough knowledge of standard office systems and the ability to use a broad range of standard office technology to support duties of the position. Intermediate proficiency with computers and Microsoft Office is required. Knowledge of Google Suite and PeopleSoft preferred. Experience with web site development/update and desktop publishing is desired.

The incumbent must have the ability to learn, interpret, and apply a variety of complex policies and procedures; demonstrate the ability to maintain accurate records with a high level of attention to detail; ability to independently handle large, multiple work unit priorities, projects, and meet critical, cyclical deadlines in a timely manner; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. The incumbent must have the ability to work effectively both independently and as part of a team or in group situations; solve problems using reasoning and judgment to develop practical, thorough, and creative solutions; prioritize multiple tasks to meet changing priorities; use negotiation and persuasion skills to achieve results and expedite projects; perform business math, analyze budgetary data and limited math analysis, and make projections requiring some inference; be detail-oriented and possess strong organizational skills; exercise discretion when handling interpersonal situations and matters of a confidential nature; and possess experience responding with sensitivity to individuals from diverse backgrounds. The incumbent must be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents and must be able to accept constructive feedback. The incumbent may be required to meet the standards of the University Conflict of Interest policy if performing purchasing with the ProCard.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University 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.

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.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
hr@sonoma.edu