Emergency Hire - Administrative Support Coordinator I - Extended, Professional, and Continuing Education (EPaCE)

Cal Poly • San Luis, CA

14d • Onsite

About The Position

This position provides administrative support for Extended, Professional, and Continuing Education (EPaCE). Responsibilities include initiating and preparing journal entries, expenditure/revenue transfers, and payroll transfer requests. The role involves processing registration, withdrawal, and refund requests, posting fees to student accounts, and handling collections for past-due balances. Additionally, the coordinator will assist in evaluating communications, timelines, and websites for accuracy in fees, refunds, and course descriptions. Key tasks include creating class listings, managing student data in PeopleSoft and registration systems, and preparing instructor agreements and initiating the instructor pay process. The role also entails preparing and arranging for course materials, supplies, flyers, textbooks, space reservations, and assisting with special events. Generating purchase requisitions and processing invoices and other program expenses are also part of the duties. The position requires effective and professional correspondence and customer service to internal and external customers.

Requirements

• High school diploma or its equivalent.
• Type 45 wpm.
• Four years of general office support or technical experience.
• Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
• Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
• Satisfactory completion of a background check (including a criminal records check) is required for employment.
• The person holding this position is 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.
• Applicants for staff and management positions must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

• Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.

Responsibilities

• Initiate and prepare journal entries, expenditure/revenue transfers and payroll transfer requests.
• Prepare/process registration, withdrawal and refund requests.
• Post fees to student accounts, handle collections for past-due balances.
• Assist with the evaluation of communications, timelines, and websites for accuracy in fees, refunds, course descriptions, etc.
• Create class listings, add/edit student data, and enroll students in PeopleSoft and registration systems.
• Prepare instructor agreements and initiate instructor pay process for all faculty and assistants involved with EPaCE courses or programs.
• Prepare and arrange for course equipment, supplies, flyers, handouts, space reservations, textbooks, transportation, and services, and assist with setting up special events.
• Generate purchase requisitions, process invoices and other program expenses.
• Effectively and professionally correspond with and provide customer service to both internal and external customers in a courteous and positive manner.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED