Administrative Support Coordinator for ELITE Scholars

Indian Tribal & Educational Personnel Program (ITEPP)/Excelling & Living Independently Through Education (ELITE) Scholars Department
Job #544137
Close Date: Monday, December 9, 2024

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 over 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.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

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 #544137) Administrative Support Coordinator II, Administrative Support Coordinator for ELITE Scholars, Salary Range: $4,058 - $6,653 monthly. Hiring Range: $4,058 - $4,261 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the ITEPP/ELITE Scholars Department. http://www.calstate.edu/HRAdm/policies/mpp.shtml. 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 Coordinator for ITEPP & ELITE Scholars, this position provides administrative coordination, office management, and support to the ELITE Scholars and ITEPP programs including for the Coordinator, Student Support Specialist, and student staff. The Department Administrative Coordinator position provides support for the ELITE Scholars and ITEPP programs with all fiscal transactions, events, travel, budgeting, and programming oversight. Additionally, the ASC oversees the management of the office and trains and provides lead work direction to multiple student assistants. 

Key Responsibilities:

25%

• Provides oversight and manages ELITE Scholars office.
• Receives and composes sensitive correspondence and other communications.
• Supports and coordinates general office activities and provides and oversees all reception services, including receiving a wide variety of visitors, including students, staff, alumni, and community members.
• Maintains paper and electronic filing systems; responsible for creating and maintaining departmental procedures manual.
• Arrange and create meetings to support ELITE Scholars.
• Assess student issues for appropriate referral in the main ELITE Scholars office.
• Responsible for tracking incoming communication with prospective students or partners, and then referring them to the correct person(s)/department(s).
• Acts as the key advisor for the department and is responsible for requesting PeopleSoft access, key cards, phone line connections, printer payments, maintenance requests, makes room reservations, etc.
• Support and editing for the website.

25%

• Assists with travel arrangements for the coordinator, student services specialist, and students; this includes booking travel, submitting travel authorizations and expense reports in a timely manner.
• Responsible for office inventory, equipment maintenance, and ordering supplies; assists with the submission of requisitions and purchase orders as required.
• Prepares and submits ProCard transactions.
• Processes reimbursements and other expense-related activities.
• Tracks and maintains shadow budget for the program, including stateside, advancement, and auxiliary funding.
• Tracks and maintains shadow budget for the First Star Academy program.

30%

• Supports and/or coordinates the planning of special events.
• Performs event-based budget reconciliation and reporting using financial reporting spreadsheets.
• Supports and/or coordinates summer programing required for the First Star Academy.
• Assists in the outreach and promotion of events.
• Responsible for ongoing coordination of welcome and graduation receptions.

15%

• Provides work lead direction and training to the department office student assistants.
• Orients and onboards all undergraduate and graduate student assistants.
• Establishes priorities and workflow, delegating work as needed; and completes student time sheets.
• Provides support for onboarding, orientation, and other tasks related to interns.

5%

• Other Duties as Assigned

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

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• 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.

Minimum Qualifications:

Entry to this classification requires:

1. A fully functional knowledge of and skill in standard office procedures and practices.
2. An ability to understand and operate in a variety of organizational structures.
3. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
4. This position requires a knowledge of business mathematics beyond basic arithmetic.
5. 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.

Preferred Qualifications:

1. Equivalent to five years of progressively responsible administrative support experience which has provided the applicant with the knowledge and abilities listed above.
2. Bachelor’s degree from an accredited college or university. Experience working in a university department or at Cal Poly Humboldt.
3. One (1) year of recent professional experience using personal computers and a variety of software applications including a thorough knowledge of PC and/or Mac environments, extensive experience using MS Office (Word, Excel and others), and email/calendaring programs. Experience with systems such as Peoplesoft and OBI (Oracle Business Intelligence), Zoom, Drupal, Google Suite (includes Google Drive, Docs, Sheets and Forms).

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 is 11:55 p.m. on Monday, December 9, 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:  November 22, 2024