SSE Dean's Office - Operational Support Coordinator & Associate Dean's Assistant

CSU Careers•Bakersfield, CA

3d•Onsite

About The Position

The College of Social Sciences & Education (SSE) is a large and complex academic organization comprised of ten academic departments and three academic programs serving approximately 5,000 students at the undergraduate, credential, masters, and doctoral levels. Adding to the organizational complexity is that Education includes 14 programs with distinct admissions, curricular, faculty/staff, and accreditation (state and national) elements. Under the general direction of the Dean, with daily lead direction from the Associate Dean, the Administrative Support Coordinator II, Operational Support Coordinator & Associate Dean’s Assistant coordinates a full range of operational, administrative, and clerical support functions in their entirety for SSE. The Associate Dean has significant responsibilities associated with college operations including advising, curriculum, enrollment management, scheduling, and accreditation. As such, the ASC II acts as direct support to the Associate Dean for these and other operational areas including but not limited to scheduling meetings and providing organizational support for select SSE committees, college event planning and coordination, coordinating and supporting travel organized and funded by the Dean’s Office, conducting analyses to contribute to solutions for a range of operational, procedural and administrative issues, and serving as the first point of contact for students, faculty and guests visiting the Dean’s office.

Requirements

High school diploma or GED
Five (5) years of recent (within seven years) related office work.
Regular and reliable attendance is required.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
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
Ability to handle multiple work projects and events routinely and independently.
Independent decisions on day-to-day operations are made using campus policy.
Ability to support large-scale, complex projects in broad coordination with other departments through planning and executing.
Knowledge of project needs to identify, detail, initiate, and delegate work.
Ability to operate, understand, and train office staff on office equipment and campus technology.
Ability to work under minimal supervision while setting priorities and completing all work in a timely manner.
Working knowledge of budget policies and procedures.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills: ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.
May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

Five or more years of administrative support experience that is progressively complex with a widening scope of responsibilities.
Experience with social media and website maintenance.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Responsibilities

Independently manage and coordinate projects under the direction of the Associate Dean, such as space management, office and room transitions, and scheduling and enrollment.
Maintain confidential files related to Associate Dean roles and responsibilities (e.g., student forms and petitions).
Create facilities work orders for area building maintenance concerns and issues.
Prepare, route, and maintain operational documents.
Take minutes for meetings led or arranged by the Associate Dean and provide organizational support.
Schedule daily, weekly, monthly meetings led or arranged by the Associate Dean that require collaboration of participant availability.
Maintain calendar for Associate Dean.
Arrange travel and prepare reimbursement forms for Associate Dean and Dean.
Evaluate and make recommendations to the Associate Dean for improvements to SSE operational and procedural matters as needed.
Maintain front office activities for Dean’s office; serve as Dean’s Office initial point of contact for students, faculty, staff, and community members.
Support Dean’s office phone, email, mail communications with constituencies on and off campus.
Support maintenance of Dean’s office equipment, supplies, and technology.
Prepare, route, track Dean’s office fiscal forms, track expenditures, student payroll, etc.
Maintain confidential files and logs
Provide website support for the Dean’s office and the College.
Maintain Dean’s Office Conference Room calendar.
Coordinate and support Dean’s Office and College social media.
Assist with college committee meeting arrangements, communications, membership, and recordkeeping.
Coordinate, maintain, and update inventory of college displays and PR materials.
Coordinate Student Opinion of Courses and Instruction (SOCI) distribution, collection, and results distribution each semester.
Assist faculty leadership with various administrative needs and support college Departments when other administrative support personnel are not available.
Coordinate, maintain, and update college directories, as needed.
Arrange travel and prepare reimbursement forms as directed by the Dean or Associate Dean.
Assist with college event planning, commencement, honors, and other campus ceremonies or events.
Provide administrative support for SSE Education Preparation Program (EPP) accreditation: i. Maintain and archive accreditation documents. Support the collection of accreditation documents from programs during the accreditation cycle. Coordinate accreditation site visit logistics including campus visit scheduling and reviewer travel, accreditation survey data collection, and accreditation website development and maintenance. Provide administrative support for institutional and other programmatic accreditation as assigned (e.g., WSCUC).