Administrative Support Coordinator

Cal Poly Humboldt University•Humboldt, SK

1d•$4,003 - $5,832•Onsite

About The Position

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 more than 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. 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. As part of the California State University (CSU) system, Cal Poly Humboldt is part of one of the nation’s largest and most impactful public university systems, where education, innovation, and service create meaningful change for California and beyond. See what it’s like to work at the CSU—watch our video and imagine your future at Cal Poly Humboldt.

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
Willingness and ability to learn new software and related skills required to perform job duties effectively.
Demonstrated sensitivity to cross-cultural perspectives and experiences.
Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
Ability to be proficient in performing multiple work assignments and projects independently.
Ability to independently plan, organize, and coordinate day-to-day and long-range activities.
Ability to clearly communicate orally and in writing with a diverse population and effectively compose correspondence and present reports.
Ability to process sensitive information in a responsible and professional manner.
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.
Knowledge of business mathematics beyond basic arithmetic.
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

Possession of a bachelor’s degree (or equivalent) from an accredited college or university and experience equivalent to three years of progressively responsible administrative and clerical support that includes experience in an academic office and/or educational setting with a diverse student population and demonstrated customer service.

Responsibilities

Responsible for the administrative and clerical operations of the departments and programs, to include overall responsibility for departmental office practices and procedures.
Coordinate work priorities, schedules, and deadlines, including coordinating office student assistants, to ensure College, administrative, department, and instructional activities and requirements are completed in a timely manner.
Develop, coordinate, implement, explain, evaluate, and revise policies as needed in conjunction with the Department Chairs to ensure compliance with department/program, College, and University goals and objectives.
Provide support to office student assistants, including guidance and training.
Provide office coverage as needed.
Organizes and coordinates a variety of department/program and committee meetings as requested by the Department Chairs
Attend department meetings and transcribe minutes.
Serve as Key Advisor and arrange for phone, keys, computer, and nameplates for new, moving, and separating faculty, staff and students.
Serve as a central source of information and referral for faculty, students, staff, and community members regarding department/program, College, and University programs, procedures, and policies; interpret, explain, and apply this information as required.
Coordinate special events (workshops, visiting lecturer presentations, department or program retreats) and distribute information as directed by Department Chairs.
Maintain files in accordance with University, College, and department file maintenance and disposal policies to meet all reporting requirements.
May prepare presentations, documents, and other materials to meet academic and administrative goals.
Maintain department and program websites, working with the Department Chairs, College, MarCom and ITS as appropriate.
Support programs in program review processes and assessments and ongoing student recruitment efforts as requested and directed by the Department Chairs and Program Leads.
Coordinate facility maintenance and repairs, submitting work requests as needed and preparing locking plans for department/program facilities.
Coordinate and administer scholarship awards and funds.
Performs other administrative and clerical duties as needed and assigned.
Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chairs and College Budget Analyst.
Regularly track revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepare periodic analyses of expenditures, and provide reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.
Manage and maintain records related to trust accounts, and scholarship or prize accounts.
Prepare and process fiscal documents related to the operations of the departments and/or programs.
Oversee collection and processing of payroll documents and track payroll expenses for student assistants, temporary help and pool positions, including verifying and tracking of state and federal work study for student assistants, to ensure departments stay within budget.
Independently oversee and conduct expenditures for office supplies, office equipment maintenance, and other department expenses.
Adhere to spending regulations of the various funding sources and comply with department policies, procedures, and deadlines relating to budget, procurement, and accounting.
May provide guidance to the department chairs and/or program leaders regarding appropriate expenditure of funds.
Perform other similar budget or fiscal activities as needed or assigned.
Coordinate the hiring and work reporting processes for all faculty, students and staff including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements
Coordinate with Academic Personnel Services (APS) to ensure appropriate documentation for faculty Reappointment, Tenure and Promotion (RTP), Range Elevation, and temporary faculty evaluation processes are collected and routed as necessary.
Coordinate course evaluation process for the department as needed and in conjunction with the college office.
Coordinate with Human Resources (HR) and APS as needed to initiate recruitments for all department faculty, staff, and student employees.
Serve as a resource and provide guidance and support to the Department Chairs, department Personnel Committees, faculty and staff search committees, and other appropriate campus personnel through the stages of the recruitment process: pre-recruitment, recruitment, screening, interviews, reference checks, selection and offer of employment, and separation.
Provide administrative support for search committees, which may include communicating with applicants, arranging phone and on-campus interviews, and assisting with other administrative processes.
Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees.
Coordinate new faculty and staff on-boarding, facilitating the completion of required tasks.
Performs other similar administrative personnel support as needed or assigned
In cooperation with the department chairs, coordinates information to develop the class schedule each semester for the department by gathering and compiling information, identifying possible problem areas or conflicts, outlines options, coordinates with other departments across campus and recommends solutions keeping in mind the university scheduling policy.
Builds the class schedule and lecturer contracts in PeopleSoft; proofs, corrects and reviews as necessary.
Coordinates room, computer lab and large lecture requests, and schedules via current process
Coordinates field trip processes for faculty by entering data into PeopleSoft, requesting and confirming vehicles and verifying student liability waivers.
Confirms correctness of online schedule and makes any required changes due to errors, class additions, or class cancellations.
In consultation with the Department Chairs, prepares the text of course descriptions for those not listed in the current catalog, as well as for courses to be listed in the concurrent enrollment bulletin.
Monitors faculty workload reports and prepares assigned time reports.
Maintains current knowledge of where to find and how to access documents and records related to curriculum and curriculum changes.
Maintains current knowledge of where to find and how to interpret applicable processes for student needs across the campus, including where to send students for crisis intervention, advising, financial assistance, mentoring, and other departments as needed.
Serves as department/program point of contact for registration, course permission numbers, and add/drop process for courses requiring department/program approval.
Performs other similar class scheduling, curriculum, and enrollment duties as needed or assigned.
Performs other duties as assigned.