Academic Affairs Office Coordinator

Cal Poly Humboldt University•Humboldt, SK

23h•$4,367 - $6,362•Onsite

About The Position

The Provost and Vice President for Academic Affairs is the Chief Academic Officer of the university and is responsible to the President for all operations of the university related to instructional programs, educational policy, academic planning, academic resources, information technology, and faculty personnel actions. The college and academic deans, as well as all other academic units and Academic Affairs’ staff report to the Provost and Vice President for Academic Affairs. The purpose of this position is to provide broad administrative and event coordination to the Academic Affairs Vice President unit, which includes the Office of the Provost, Academic Resources, Academic Personnel Services, and the Office of Diversity Equity & Inclusion. This position is supervised by the Director of Academic Resources and works under the lead direction of the Provost’s Executive Assistant. Broad administrative support and event coordination for the Academic Affairs VP unit includes, but is not limited to, front office receptionist duties, event planning, communications, correspondence, web content, database support, and complete required processes for purchasing, budget tracking, and travel. This position has ongoing contact with the Office of the President, Vice Presidents (VPs), Associate Vice Presidents (AVPs), Deans, and other university administrators and committees, in addition to students, faculty, staff, service providers, and the general public. Work is specialized and of a highly sensitive and confidential nature. Working independently, the incumbent must be able to use their own initiative in organizing work assignments, determining the most effective means for completing assigned duties, and have the ability to assess the significance of ongoing operations.

Requirements

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
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 understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
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.
Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
Ability to use and quickly learn new office support technology systems and software packages.
High school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Nice To Haves

Three years of related work experience, or technical/vocational program equivalent to graduating from a four-year college or University.
Familiarity with common business practices, methodology, and analyses.
Familiarity with campus software applications such as PeopleSoft, CFS Data Warehouse, Concur, Drupal 10, Procure 2 Pay (P2P), Adobe Sign, Adobe Acrobat DC Pro, Google Suite, Microsoft Office, Adobe Express, 25 Live, Zoom.
Experience working in the California State University system or higher education
Graduation from a four-year college or university.

Responsibilities

Oversee the day-to-day operations of a divisional-level office, providing a full range of administrative and event coordination services to the Academic Affairs VP unit.
Maintain a professional physical presence in the Provost’s front office, including greeting visitors, answering multi-line calls, distributing mail, responding to inquiries using campus knowledge and resources, and directing visitors or questions to the appropriate administrative offices.
Serve as the lead coordinator for on- and off-campus event logistics, including scheduling rooms, managing guest lists and invitations, coordinating catering and technology needs, preparing materials, and supporting guest relations.
Prioritize projects, delegate work, and set deadlines to ensure continuous, timely, and efficient office workflow.
Identify opportunities for process improvement and implement systems to support efficiency and procedural legacy.
Compose and edit a wide variety of correspondence from draft to final form, ensuring proper formatting and grammar.
Schedule and maintain a calendar for meetings and events, as assigned.
Monitor all incoming and outgoing correspondence in delegated email accounts and route or follow up as appropriate.
Coordinate high-level administrator and staff campus searches from search initiation to completion; including liaising with the search committee and candidates, scheduling meetings, preparing itineraries, coordinating travel arrangements, and coordinating campus tours and welcome functions.
Prepare and process personnel related documents including student assistant hires, payroll, new hire, on-boarding, or separation forms.
Coordinate recruitment/onboarding for student assistants, train, schedule and co-lead Provost Office student assistants, including posting vacancies, organizing application materials, screening applicants, creating schedules, assigning work, tracking hours, and submitting monthly payroll.
Organize and maintain office supply and maintain general office upkeep.
Coordinate routine financial administrative processes, including payments, procurement documentation, expense tracking, and basic budget monitoring and forecasting, including obtaining estimates and making purchases using campus procurement systems in accordance with CSU and Cal Poly Humboldt policies and procedures.
Maintain knowledge of and training in unit-level accounts payable, procurement, and travel processes and procedures.
Maintain knowledge of student employment policies and communicate relevant changes to staff and student employees.
Oversee payroll documents for student assistants.
Order and track supplies, equipment, hardware, and services.
Record, track, and reconcile financial transactions and assist the Budget Analysts with budgetary review and inquiries.
Submit and monitor department work requests.
Maintain unit oversight of travel-related requests and reconciliations and provide travel reconciliation support as needed.
Other fiscal duties as assigned.
Other duties as assigned.