Position Type: Secretary and Administrative Assistants
Job Title: Administrative Support Coordinator I Job ID: 13840 Full/ Part Time: Full-Time Job Code: 1035 Department: Military Science/Army ROTC
To view full job description including minimum qualifications and to apply online: http://jobs.csufresno.edu/
Salary: Anticipated Hiring Salary: $2,846 per month Note: This is a full-time (equivalent to 40 hours per week), probationary, non-exempt position.
Organizational Description: The Military Science and Leadership Program (Army ROTC) at California State University, Fresno prepares highly qualified and talented students for careers in the U.S. Army as they pursue the major of their choice, through a true focus on academics and campus leadership opportunities. Army ROTC develops leaders of character, who are adaptive, creative, critical thinkers who have the intellectual capacity and presence to lead in any environment.
Overview: Under the general supervision of the department chair, the incumbent will be responsible for program coordination and liaison relations between California State University (CSU) and U.S. Army Cadet Command. This position is responsible for providing administrative support to the Chair and Faculty, supporting recruiting assistance programs, and serves as a resource regarding University procedures. This position ensures the Department of Military Science meets all CSU and State Center Community College District (SCCCD) requirements and deadlines, and administers, monitors, and coordinates the cadet-training program using discretion and confidentiality.
Position Summary: The major duties of the job include:
Provide administrative oversight for the day to day operations in the office and serve as a resource and information assistance to faculty and staff on university policies, procedures, and practices
Provide support and assistance to the department chair in attending to daily office and department functions and maintain the department chair's calendar
Maintain liaison relations and provide contact continuity for all crosstown community colleges (primarily Fresno City College)
Prepare departmental correspondence to include composing letters, memorandums, programs, spreadsheets, briefs, cards, and brochures
In coordination with staff, assist with management of the department website
Serve as building and department safety coordinator
Generate lists, prepare and coordinate mass mailings and invitations for the Department and alumni
Maintain and monitor department budget utilizing PeopleSoft financials
Maintain the department budgets (associated with the university) and funds in a timely and accurate manner; make recommendations and projections to the department chair as appropriate, and provide periodic reports
Track and maintain department account for multiple funds (e.g. state accounts, foundation accounts, and instruction related activity funds (IRA), and scholarship accounts)
Prepare and process purchase requisitions, direct pay, and travel forms
Assist in planning and coordinating programs and events working with campus staff or outside agencies
Assist with the department faculty and cadet selection process by developing and coordinating products for the scholarship and enrollment officer
Prepare the academic schedule of courses; ensure courses, curriculum, and catalog changes and course scheduling deadlines are met
Coordinate special events and programs for the department (e.g. luncheons, Dog Days, Commissioning Ceremonies, and Annual Awards Ceremonies and Formals/Dinners)
Schedule and work with the University to schedule locations for specialized training, events, and coordinate departmental approvals and permissions as required
The secondary duties of the job include:
Assist the department faculty and cadet counseling for academics by developing and coordinating products for the academic review board, counseling and evaluation reports
Work with faculty, staff, students, and military personnel in a collaborative manner
Perform other duties in support of the Craig School, including Convocation
Perform other duties as assigned
Knowledge, Skills, and Abilities:
Working knowledge of budget policies and procedures
Thorough knowledge of applicable university infrastructure, policies, and procedures
Thorough knowledge of English grammar, punctuation, and spelling
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, email, calendar)
Ability to: o Independently handle multiple work unit priorities and projects o Take initiative and plan, organize, coordinate, and problem-solve work activities o Apply independently a wide variety of policies and procedures where specific guidelines may not exist o Perform standard business math and track financial data o Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature o Adapt to changing work environment (e.g., military personnel)
A history of regular attendance and positive performance evaluations
Education and Experience:
Completion of a high school diploma, technical/vocational program or their equivalent
Three years of recent progressively responsible clerical experience with a wide variety of duties and responsibilities
Preferred Skills:
Bachelor's Degree from an accredited University
University experience and/or experience with University ROTC programs
Strong proficiency in Google Drive, Docs, Sheets, Slides, Calendar, Forms, and email
Experience with PeopleSoft or other data management software
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Job Title: Administrative Support Coordinator I