Job Title: Office Coordinator (Administrative Support Coordinator I - 12 Month)
Job ID: 13884
Full/ Part Time: Full-Time
Job Code: 1035
Department: Educational Opportunity Program
To view full job description including minimum qualifications and to apply online: http://jobs.csufresno.edu/
CSU Classification Range: $2,846 - $5,148 per month
Anticipated Hiring Range: $2,846 - $3,050 per month
The Educational Opportunity Program provides an array of services to support first-generation, historically low-income, and educationally disadvantaged college students. These services are designed to create an environment that fosters a sense of community, promotes integration into the University, encourages the use of campus resources, and guides students to achieve their academic, career, and personal goals.
In addition, programs like the Renaissance Scholars Program, Dream Success Center, and Office of Black Students Success assist former foster youth/independent homeless youth, AB 540, and African American students to achieve academic success.
Under the general supervision of the Director of EOP and Special Programs, this position provides a full range of administrative support, involving the use of judgment and discretion, to the Director and the EOP and Special Programs team. Work is often project-oriented and involves a full scope of activities and accountabilities, from planning, initiation, execution and coordination to implementation and evaluation. The work involves a broad range of operational and procedural office and administrative problems that may require research, analysis and evaluation of information.
This position requires a professional who possesses excellent customer service and communication skills. The Office Coordinator provides day-to-day coordination of administrative operations, including office operational policies and procedures, to deliver service to students and staff. Work is typically of a moderately complex nature, requiring sound judgment and discretion in resolving problems in an appropriate and timely manner. The incumbent must be able to work effectively in a high-traffic office with frequent interruptions.
Major duties of the job include:
Assist with maintaining and monitoring budget for EOP, Summer Bridge, Renaissance Scholars Program, Dream Success Center, and Office of Black Student Success
Support EOP admissions application process
Supervise student assistants (indirectly in some cases), in collaboration with the University Advising Center
Support EOP and Special Programs course enrollment, holds, priority registration, etc.
Partner to support the USDA Summer Food Reimbursement programs
Assist with planning, organizing and coordinating a variety of EOP and Special Programs events, as well as on and off-campus programming; coordinate room reservations, catering, budgeting, ordering of materials and supplies, equipment rentals, and preparation of marketing materials, etc.
Prepare, process and monitor requisitions, invoices, travel requests and claims, and conference stipend requests for designated accounts
Prepare reconciliation of all accounts and resolve discrepancies
Assist with the preparation and review of annual budget, assessments and year-end closings; monitor budget alignment for EOP, SB, RSP, DSC, OBSS
Assist in grant-related requests, monitor requests and process grant funding
Prepare payroll for EOP/Summer Bridge, RSP/LNC student assistants and staff
Maintain confidentiality of records
Consult with professional staff in developing office policies and procedures to improve the quality of service delivered to students
Work with staff to research problems and recommend solutions on issues affecting service delivery
Serve as official time keeper for the office; maintain on-line payroll records and time sheets for student assistant employees
Maintain necessary records to track expenses and revenues, consistent with overall University and Division fiscal policies and procedures
Research costs and quality issues in selection of appropriate vendors for particular purchases/rentals etc.
Maintain spreadsheets necessary to track department budget and grant expenditures
Use and create reports from financial accounting system on PeopleSoft
Secondary duties of the job include:
Provide administrative support to Director, Assistant Director and the EOP and Special Programs staff, including a wide variety of complex and confidential administrative and financial responsibilities
Maintain calendar for office
Interact with key support and program staff within Student Success Services and throughout the University in support of office goals and objectives
Identify opportunities for improvement and initiate recommendations to Director concerning changes and improvements
Provide coordination of work for students assistant employees, including scheduling and coordinating work activities; provide training on office procedures
Maintain well-organized paper and electronic file records to ensure the appropriate history of records
Provide front desk support as needed including greeting, answering phones, scheduling student appointments, providing general career center information, solving issues and referring to other programs/services on campus
Order office supplies and materials for the programs
Prepare staff, management, faculty and employer requests for parking permits by verifying eligibility and preparing appropriate authorization forms
Take initiative in keeping skills current and pursing appropriate training
Work on special projects as assigned
Knowledge, Skills and Abilities:
University infrastructure, policies, and procedures
English grammar, punctuation, and spelling with an ability to clearly communicate orally and in writing
All technical aspects of work assignments related to standard office procedures and practices, with accompanying skills
Office systems and ability to use a broad range of technology, systems, and packages
Budget and accounting practices and procedures
Interpret and apply policies and procedures independently, use judgment and discretion to act when precedents do not exist
Serve as front-line representative for a variety of high-level campus and community individuals, demonstrating excellent communication, interpersonal and problem-solving skills
Troubleshoot most office administration problems
Create and maintain program records and provide data for review in developing and implementing strategies and activities to support student success
Perform standard business math, such as calculating ratios and percentages, tracking financial data, and making simple projections
Draft and compose correspondence and standard reports
Handle highly sensitive interpersonal situations and interactions at all levels
Effectively organize and independently handle multiple work unit priorities and projects in a fast-paced, team-oriented environment
Serve as a resource to students, staff and the community in responding to inquiries related to work area; provide detailed information concerning campus news and events
Create, organize and maintain accurate technical, complex, sensitive and/or confidential records and files
Establish and maintain cooperative working relationships and promote a positive, service-oriented collegial work environment with a variety of individuals
Education and Experience:
Equivalent to a high school diploma or technical/vocational program
Three years of progressively responsible secretarial or administrative assistant experience
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