Department Administrative Support Coordinator

Biological Sciences
Job #536973
First Review Date: Monday, May 13, 2024

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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.

(Job #536973) Administrative Support Coordinator II, Department ASC, Salary Range: $3,865 - $6,336. Salary typically begins at the beginning of the range. Pay is commensurate with relevant experience. This is a full-time, benefited, non-exempt, 12-month pay plan, permanent position with a one-year probationary period in the Department of Biological Sciences. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Under the lead work direction of the Department Chair of the Biological Sciences Department Chair, the incumbent is responsible for the entire specialized clerical/administrative support and coordination to the department and associated areas, including the associated undergraduate programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently and involves coordination with staff and student employees.

Key Responsibilities:

Office and Program Support (both independently and as directed by department lead)

• Coordinates the effective operation and administrative function of the department in alignment with best practices and rules and regulations.
• Support reception and reception activity
• Sets work priorities, practices and schedules to ensure that administrative and instructional deadlines are met and conform to --department, college, and university policies and procedures.
• Assists students, faculty, staff, and the public in navigating university, college and department processes ranging from basic to complex.
• Works with Department Chairs to host students for fall and spring preview.
• Create, maintain, and purge all current and historical departmental files and records according to retention schedule.
• Maintain the departments’ central mailroom and supply inventory. Order, store, and distribute instructional and office supplies.
• Attend department meetings.
• Coordinate key, phone, work, and other relevant requests for department-controlled offices, workspaces, classrooms, and facilities.
• Research and gather information from both campus and community sources as needed for analyses, reports, (e.g. APBD), presentations, purchases of equipment (e.g., copier) and supplies, etc.
• In coordination with the Department Chair, advertises for, orients, and provides lead work direction student assistants within the office, as needed.
• Facilitates communication of departmental policies and procedures by creating and updating forms and documents to share with students, staff, or faculty, as appropriate.
• Routinely analyzes and evaluates departmental and program processes, developing and implementing systems to enhance efficiency and to respond to identified needs and changing policies.
• Other similar office or program support as needed or assigned.

Budgets and Fiscal Records  

• Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chair and College Budget Analyst
• Regularly tracks revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepares periodic analyses of expenditures, and provides 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.
• Prepares and processes fiscal documents related to the operations of the departments and/or programs.
• Oversees collection and processing of payroll documents and tracks 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 department stays within budget.
• Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses.
• Adheres to spending regulations of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting.
• May provide guidance to the department chair and/or program leader regarding appropriate expenditure of funds.
• Performs other similar budget or fiscal activities as needed or assigned.

Class Schedule Support, Course/Curricular Support, and Student Registration Support

• In cooperation with the department chair, coordinates information to develop the class schedule each semester for departments 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 each update as necessary.
• Coordinates room, computer lab and large lecture requests, and schedules via current process
• Highlights special topic courses for the catalog and communicates information to Publications Coordinator.
• Communicates with Extended Ed to inform them of courses to advertise in their bulletin.
• Curriculum related documents up to date (as needed)
• Works with Department Chairs to assign faculty advisors.
• Creates and/or maintains curriculum paperwork.
• Coordinates files, data, documents, and paperwork associated with the implementation of scheduling and in support of the program and curriculum.
• Coordinates field trip processes for faculty by entering data into PeopleSoft, requesting, and confirming vehicles and verifying student liability waivers.
• Communicates directly with students (and faculty) about permission number and waitlist procedures for courses and manages permission numbers and wait lists for courses (as needed).
• Gather course descriptions for each semester (as needed). Edit the descriptions to comply with department and university policies.
• Coordinate department course evaluations as needed.
• Communicate with Extended Education keeping them informed of courses for which students can enroll through Extended Ed.
• Other similar Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed or assigned.

Administrative Personnel Support

• Coordinate the hiring and work reporting processes for all faculty, student 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 APS on the creation and distribution of announcements for faculty and part-time faculty vacancies and recruitment
• Provides administrative support for faculty search committees including tracking of applications, communicating with applicants, making arrangements for phone and on-campus interviews, tracking expenses and collection of receipts and all required paperwork for processing reimbursements.
• Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees.
• In coordination with the Department Chairs, advertises for, and trains student assistants within the office, as needed
• Work with Department Chairs, APS, and faculty to hire graduate student TAs/GAs each semester and ensure their evaluations are conducted as per APS timeline.
• Other similar administrative personnel support as needed or assigned

Other duties as assigned.

Knowledge, Skills, and Abilities Associated with this Position Include:

• 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 independently handle multiple work unit priorities and projects.
• 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.

Minimum Qualifications:

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several year of related office work experience.

Preferred Qualifications:

• Experience with the scheduling of classes using the campus portal, PeopleSoft, or related scheduling experience.
• Experience with tracking budgets, using the campus budget tool, OBI, or related budget experience.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials before first review is 11:55 p.m. on Sunday May 12, 2024.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: 4/10/2024