Office Coordinator
Cal Poly Humboldt
Posted: March 1, 2023
Office Coordinator
Job no: 524751
Work type: Staff
Location: Humboldt
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Office Coordinator
Academic and Career Advising Center and Partner Departments
Job #524751
Close Date: Saturday, March 11, 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 #524751) Administrative Support Coordinator II, Office Coordinator, Salary Range: $3,681-$6,034 per month. This is a full-time, benefited, non-exempt, 12-month, permanent position with a one-year probationary period in the Academic Advising and Career Center. 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). Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.
Position Summary:
This position serves as the primary administrative support for four centers within academic programs that focus on retention, community and belonging and experiential learning: Retention through Academic Mentoring (RAMP), Place-based Learning Communities (PBLCs), Center for Community Based Learning (CCBL) and the Academic and Career Advising Center (ACAC). Under the supervision of the Director of Advising in close coordination with the directors of RAMP, PBLCs, and CCBL, this position will be responsible for office management, coordinating and supporting student staffing, student payroll, purchasing, and budget management.
Key Responsibilities:
Administrative Duties/ Office Management
Provide administrative support for the Retention through Academic Mentoring Program (RAMP), Place Based Learning Communities (PBLCs), Academic and Career Advising Center (ACAC) and the Center for Community Based Learning (CCBL). Serve as the Centers’ office manager ensuring that forms, processes, tasks, requests, purchases are completed accurately and on time. Work with students, staff, faculty, and community members on the phone, via email, and in person with questions regarding the Centers. Successfully manage multiple priorities and projects simultaneously.
Maintain confidentiality and exercise discretion, diplomacy and good judgment; Work with accuracy and speed, independently as well as collaboratively, in a team-oriented environment; Demonstrate a commitment to Justice, Equity, Diversity and Inclusion when working with students, staff and faculty from diverse backgrounds; Communicate and write effectively; Exercise strong interpersonal skills; Work under the pressure of multiple deadlines while managing multiple projects; Learn, interpret, apply, and explain a variety of complex policies and procedures; Analyze and evaluate information and problems, making judgments and initiating action as necessary; Knowledge of and experience with the following software programs: Google calendaring and apps, Adobe Acrobat and Sign, Peoplesoft, Drupal, OBI, CFS, other web software, and Microsoft Office Suite.
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Purchasing: Primarily using requisitions and payment requests; Coordinating with the Office of Academic Programs for procurement card purchases and ITS on tech purchases, maintenance of Software subscriptions, memberships, and supplies. Multiple administrative positions with the Office of Academic Affairs (OAA) will provide support for purchasing for these four departments.
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Student staff onboarding and payroll, in coordination with administrative support teams for Academic Programs and the centers listed above, for approximately 200 students annually. Communicating with students to maintain records, submission of HR and payroll related forms and paperwork according to university policies and deadlines.
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Work Requests: Manage office work requests through Facilities, Netops Key Advisor duties, key requests, IT HELP tickets, Western Business Products service requests, Peoplesoft Access Request forms.
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Word Processing: Update and produce minutes, publications, hand-outs, and office documents as needed, with speed and accuracy, including collaborating with multiple offices on the creation of materials.
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Administrative Forms: Appointment and separation documents, and recruitment forms. Adobe sign HR Sign-ups and payroll tracking and processing.
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Technology: Troubleshoot software and hardware as needed. Work with vendors, ITS, to purchase and implement software and hardware. Maintain inventory of department computers and student labs. Maintain spreadsheets for appointment data and run reports when needed. Host and maintain Drop-in Advising Zoom room.
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Provide directors and staff support as they work with the OAA Budget Analyst to project budget expenditures; set up, monitor and reconcile all budget transactions including encumbrances; manage and project Work Study/student assistant allocations and expenditures.
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Process all purchase requests and purchase orders for obtaining department supplies and equipment. Process and track invoicing. Create monthly, up-to-date budget reports for the various departments in coordination with their directors and under the direction of the OAA Budget Analyst to troubleshoot with Accounting as needed to make adjustments in OBI.
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Monitor Workloads: track faculty compensation for PBLCs; maintain spreadsheets of assigned time for OAA each semester and process faculty stipends.
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Course Entry: Enter PBLC transition course offerings in PeopleSoft (e.g. SCI 100, AHSS 180), Estimated 1 section per 48-72 first time students in the fall.
• Assist in planning, advertising and facilitating events in coordination with department staff and directors.
Supervision of Student Staff
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Serve as Direct Supervisor for ACAC Student staff, in coordination with other ACAC administrative staff, and a key member of the ACAC “Customer Service and Welcoming Committee” tasked with coordinating a welcoming, prompt and warm environment in the ACAC Center for the 2000 students coming through the center each semester.
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Assist in interviewing, hiring, processing paperwork including background checks, and training of new student employees operating the front desk in the Academic and Career Advising Center.
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Assist in creating an agenda and conducting weekly training of students working the front desk in the advising center in partnership with ACAC’s “Customer Service and Welcoming Committee.” Prioritize and delegate tasks and supervise workflow to completion of tasks. Provide positive feedback and additional assistance when needed.
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Provide front office support throughout the week at assigned times (varied to maintain a comprehensive view of the customer service being offered through the advising front office) to support student staff and address issues that arise with students, parents, staff or faculty as needed.
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Identify issues in intake and service related processes with the advising center’s front office to ensure quality student services in coordination with ACAC’s “Customer Service and Welcoming Committee”
Knowledge, Skills, and Abilities Associated with this Position Include:
Maintain confidentiality and exercise discretion, diplomacy and good judgment; Work with accuracy and speed, independently as well as collaboratively, in a team-oriented environment; Communicate effectively and write with appropriate English usage, spelling and punctuation; Exercise strong interpersonal skills; Work under the pressure of multiple deadlines while managing multiple projects; Learn, interpret, apply, and explain a variety of complex policies and procedures; Analyze and evaluate information and problems, making judgments and initiating action as necessary; Knowledge of and experience with the following software programs: Google calendaring and apps, Adobe Acrobat and Sign, InDesign, Peoplesoft, Drupal, OBI, CFS, other web software, and Microsoft Office Suite. Demonstrated experience working effectively with a diverse population.
Minimum Qualifications:
Education and Experience: Education equivalent to a high school diploma, technical/vocational program or their equivalent combined with several years of related office work experience.
Preferred Qualifications:
Equivalent to five years of experience in general administrative support work that has provided the applicant with the knowledge and abilities listed below is preferred.
Knowledge of and experience with the following software programs: Google calendaring and apps, Adobe Acrobat and Sign, Peoplesoft, Drupal, OBI, CFS, other web software, and Microsoft Office Suite.
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 is 11:59 p.m. on Saturday, March 11, 2023.
Any inquiries about this recruitment can be directed to mailto: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 mailto: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: February 24, 2023
Advertised: 24 Feb 2023 Pacific Daylight Time
Application Closes: 11 Mar 2023 Pacific Daylight Time
To apply, visit https://apptrkr.com/3942803
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