Classification: Administrative Support Coordinator II
Anticipated Hiring Salary: Low to mid $4,000's per month
CSU Salary Schedule
Hours: Full-time / 40 hours per week
Priority Screening Date: February 12, 2023
Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).
The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the Student Disability & Accessibility Center (SDAC) Manager, the incumbent is responsible for the administrative support functions of SDAC and Health and Wellness Services. The Office Coordinator contributes to the consistent, smooth day-to-day operations of SDAC in addition to service improvements involving coordination with other departments and/or off-campus entities, for service to students with learning, psychological and/or physical disabilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Office Coordination: Accountable for all SDAC administrative support functions for SDAC Director, advising staff and other human resources necessary to meet SDAC's day-to-day operating needs. Contributes to the development of specialized policies, systems and procedures for effective, efficient, innovative service delivery consistent with professional standards. Coordinates office information technology, staff equipment, furnishings and storage maintenance; develops and maintains complex SDAC databases, website, and document accessibility; serves as power user, subject matter expert, and liaison with vendors and campus partners for student data in Accessible Information Management (AIM). Assembles and maintains confidential records and information systems such as student files, reports and logs. Interprets and applies a wide range of policies and procedures at University and department levels. Facilitates meetings and represents SDAC on workgroups on and off campus; drafts summary notes, minutes, correspondence; follows up on action items. Leads SDAC building coordinator duties such as emergency preparedness. Work requires extensive data entry in systems maintained by SDAC, CSUMB, and the CSU.
- Accommodations Coordination: Recruits, screens, facilitates hire, trains, directs the work flow, and coordinates evaluation of student assistants (approximately 8 -10) to provide diverse academic support services and other resources to students with disabilities. Provides lead work direction to Accommodations Coordinator and Accessible Media and ASL Accommodations Coordinator. Coordinates process improvements with service partners (Admissions Test Center Specialist, Center for Academic Technologies and consultants). Clarifies requests and works with students, faculty and staff to ascertain and respond effectively to their needs. Refers to and consults with SDAC Advisors and manager as appropriate. Matches students with disabilities with appropriate assistants. Coordinates SDAC events.
- Performs budget functions: Monitors budget and reconciles all expenses, time and pay records, and travel requisitions in multiple funds. Coordinates all campus work orders, purchasing, equipment, and SDAC assistive technology deployed throughout CSUMB and off campus locations. Assist in the development and presentation of reports and proposals for various audiences. Supports Director in the implementation of SDAC proposals, contracts and grants. Researches budget and service delivery models.
- Administrative Support: Oversees the SDAC Director’s calendar; responds to inquiries from the public, student access complaints, etc. Informs and advises the Director on situations having an impact on SDAC. Maintains or compiles personnel and other information from various sources for manager's use.
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of 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 assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and 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 the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, and electronic scheduling. Ability to learn, interpret and apply a wide variety of Federal, State, and University regulations, policies and procedures. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
College degree. Thorough working knowledge of CSUMB. Specialized training in administrative/clerical support and proficiency with database management, mail merges, presentation and graphic design/creative-based software. Experience working with diverse populations in an academic setting. Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft, CSU Common Management System or equivalent student information system; CSU Common Finance System or equivalent; Hyperion Interactive Reporting tools; Accessible Information Management (AIM); Google mail and calendaring programs; Resource 25 (space reservation system). Familiarity with multimedia (equipment and applications). Experience in budgeting, hiring, and purchasing. Experience supervising professional and student staff. General knowledge of: the California Education Code, the State and Federal regulations regarding disability issues and policies, Section 504 and 508 of the Rehabilitation Act, the Americans with Disabilities Act Amendments Act, and FERPA.
Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student/finance information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- 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.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information, access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards), and control over campus business processes, wither through functional roles or systems security access.
- This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
- This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 15.5, of the Donahue Higher Education Act, Section 67380.
- Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage. May require travel between campus offices and off-campus locations
- May require occasional evenings and/or weekend work
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or firstname.lastname@example.org. All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.