Job Details

California State University, Fresno
  • Position Number: 1820181
  • Location: Fresno, California
  • Position Type: Liberal Arts - Human Development & Family Studies
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/

Salary:
CSU Classification Range: $2,846 - $5,148 per month
Anticipated Hiring Range: $2,846 - $3,050 per month

Organizational Description:
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.

Overview:
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.

Position Summary:
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:
    Knowledge of:
  • 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

    Skill/Ability to:
  • 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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