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ADMINISTRATIVE SUPPORT COORDINATOR (Administrative Support Coordinator II)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Paper applications will not be accepted; however, CSU Chico is an equal opportunity employer and is happy to provide reasonable accommodations to applicants at any step of the application process. If you need assistance in this regard, or are having technical difficulties with the application, please contact the University at 530-898-4664 prior to 5:00pm on the closing date.

Recruitment Details

Position Details

Recruitment Number VA932
Posting Period

02/09/18 – 02/23/18

On Campus Only Promotional Opportunity No
Working Title ADMINISTRATIVE SUPPORT COORDINATOR (Administrative Support Coordinator II)
Class Title ADMINISTRATIVE SUPPORT COORDINATOR -11/12
Level/Range/Grade 2
Salary Range (From $ to $) $2,855 - $4,731 per month (New employees should anticipate being hired at the beginning of the salary range)
Department Intl Language, Lit & Cultures
Number of Positions 1
FLSA Code Non-Exempt
Status Regular: Permanent (after one-year probationary period)
Full-time/part-time (if part-time, indicate time base) Full-time
Pay Plan 11/12mo (July off)
CBU/MOU R07 - CSUEU Clerical & Administrative Support Services
Quick Link http://jobs.csuchico.edu/postings/4750

Work Schedule

Hours Per Day 8 hours during the school year / 10 hours during the summer
Days Per Week 5 days during the school year / 4 days during the summer
Shift Day

Position Summary

Primary Duties

The Department of International Languages, Literatures and Cultures is home to 10 languages (Arabic, Chinese, French, German, Hebrew, Italian, Japanese, Portuguese, Russian and Spanish), a study abroad program, and 6 areas of specialized studies (African, Asian, European, Latin American, International and Middle Eastern). Housing 14 full-time tenure or tenure-track faculty and approximately 20 part-time faculty, ILLC provides service to close to 800 enrolled students.

Under general instruction, this position serves as the aide to the Department Chair and will also work independently to provide essential frontline administrative support to all of the above mentioned, in addition to one dedicated Language Lab, which allow students and faculty to use advanced technologies to further the acquisition of work languages and cultural awareness. This position will also provide continuity and stability to the central department office; oversight of daily operation; lead staff including one ASA I and student employees; handle all confidential personnel matters; schedule courses; calculate faculty workload; process curriculum changes; maintain and reconcile all aspects of the department budgets.

Knowledge, Skills and Abilities

KNOWLEDGE:
Incumbent must possess:

  • Mastery of English grammar, punctuation, and spelling.
  • Expertise in using office software packages (e.g. Microsoft Word, Excel, and Outlook), technology and systems.
  • Comprehensive and detailed knowledge of the University infrastructure, policies, and procedures.
  • Thorough knowledge of office systems, methods, procedures and practices.
  • Fluency in using standard office equipment (computers, copiers, phones).
  • Working knowledge of campus budget policies and procedures.
  • Experience with PeopleSoft and Insight report generation, or similar type.

SKILLS:
Incumbent must possess:

  • Active problem solving and effective interpersonal skills as work often involves front line contacts with a variety of campus and community individuals.
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
  • Demonstrated competence in effectively presenting standard information in writing.
  • Typing and keyboarding skills.

ABILITIES:
Must have the ability to:

  • Interpret independently, and apply a variety of complex policies and procedures, and use judgment and discretion to act when precedents do not exist.
  • Troubleshoot most office administration problems and respond to all inquiries and requests related to work area, and explain standard policies and procedures to others.
  • Analyze operational and procedural problems and develop, recommend and evaluate proposed solutions.
  • Understand problems from a broad perspective and anticipate the impact of office administration problems and solution on other areas.
  • Perform business math, analyze budgetary data, and make accurate projections requiring some inference.
  • Effectively write and present own reports using judgment and discretion in selecting and analyzing information for inclusion.
  • Use negotiation and persuasion skills to achieve results and expedite projects.
  • Effectively handle a broad range of diverse interpersonal contacts, including those at a high level and those sensitive in nature.
  • Independently handle multiple work unit priorities and projects.
  • Understand and operate in a variety of organizational structures.
  • Clearly communicate orally and in writing.
  • Perform duties as assigned.
Required Education and/or Experience

This position 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. These qualifications, and those listed above, would normally be obtained through completion of a high school program, technical/vocational program, or their equivalents combined with four years of related office work experience.

Additional Requirements for this Position

N/A

Recruitment Preferences

Preference may be given to applicants with the following which may be considered specialized skills:

  • Experience with prior office management (including supervision).
  • Recent, relevant work experience which includes financial record keeping, such as reconciling budget information, tracking payroll and other office expenses.
  • Recent experience coordinating and scheduling events, room assignments or training sessions.
  • Experience with data management systems.
Special Requirements
  • A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position. This is considered a sensitive position. Current CSU, Chico employees are subject to a background check (including a criminal record check) if voluntarily moving into a sensitive position, regardless of any background checks previously conducted. Incumbent is responsible for the safety and security of Level 1 data, sometimes also referred to as Level 1 protected data. This is confidential information that is in most cases protected by statutes, regulations, or other legal mandates.
  • The duties of this position will include participation in a decision that may have a material/financial benefit to the incumbent. Therefore, this is a “designated position” under the California State University’s Conflict of Interest Code and the incumbent will be required to file a Form 700: Statement of Economic Interest and is subject to the regulations of the Fair Political Practices Commission.

PHYSICAL REQUIREMENTS:
Incumbent/applicant will need to be able to perform the essential job functions (duties) of this position with or without reasonable accommodation. This position alternates between remaining in a stationary position operating a personal computer for long periods of time and frequently moving about inside the office. Must be able to travel across campus to other offices and buildings for meetings and events.

WORK ENVIRONMENT:
Work is performed in a typical office environment operating standard office equipment.

Benefits

This position qualifies for benefits including tuition fee waiver (if eligible).

Benefit Information

CSU, Chico offers a number of benefits to its employees (e.g., sick leave, vacation, health insurance). Eligibility for standard CSU benefits is based on an appointment of half-time or more for a period exceeding six months. Employees appointed less than half-time or less than six months are not eligible for standard CSU benefits but do receive prorated sick leave and vacation.

Eligibility for Affordable Care Act (ACA) benefits is based on an appointment of at least three-quarter time, hired to work a minimum of 130 hours per month over the course of the appointment or works an average of 130 hours or more per month during the measurement period. The ACA guidelines provide for health coverage or FlexCash only. ACA does not provide dental or vision plan coverage.

About the University and Community

Detailed information is available at http://www.csuchico.edu/pa/chico-facts.shtml. As a university that educates students of various ethnic and cultural backgrounds, we value a diverse faculty and staff. CSU, Chico welcomes applicants who are knowledgeable about and interested in working within a cross-cultural learning environment. We also welcome those who share a passion and commitment to the University’s 6th Strategic Priority that focuses on sustainability, stewardship, and the environment – see http://www.csuchico.edu/sustainability/index.shtml.

California State University, Chico is committed to achieving excellence through diversity in the classroom and the workplace. It strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students, faculty, and staff.

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.

Posting Details

Open Date (posting open date) 02/09/2018
Close Date (posting close date) 02/23/2018
Open Until Filled No

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * The ASC II is responsible for overseeing the total clerical operations of the International Languages, Literatures, and Cultures Department. Please describe your experience as it relates to working independently to manage a heavy workload and balancing multiple tasks with similar deadlines.

    (Open Ended Question)

  2. * The ASC II is responsible for the oversight of one other staff position in the department. Please describe your supervisory experience and maintaining positive working relationships.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Résumé
  2. Cover Letter
Optional Documents
  1. Optional Applicant Documents