University Enterprises, Inc.

6000 J Street
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Academic Programs Coordinator

University Enterprises, Inc.
Posted on November 12, 2017

Academic Programs Coordinator

$3,118 - $4,365 per month + excellent benefits

University Enterprises, Inc. at Sac State is seeking an Academic Programs

Coordinator for Academic Talent Search.

View job details & apply online at


Open until filled with a Priority Review deadline of 11/28/17

Position Information


Job Title Academic Programs Coordinator
Worksite City Sacramento, California
Advertised Salary Range $3,118 - $4,365 per month
Temporary No
Length of Appointment N/A
Hours per week Regular (full-time) Employee – 40 hours per week (Benefited)
FLSA Non-Exempt
Broad Scope and Function

The position is responsible for the year-round activities associated with coordinating the annual summer program.

Reporting Relationship

The position reports directly to and receives general supervision from the Program Manager. The position supervises Student Assistants and provides daily work direction to the Program Assistant IIs and seasonal employees.

Conditions of Employment


This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Work Schedule  
Minimum Qualifications

1. Bachelor’s Degree in Education, English, Communication Studies, Liberal Studies or related field or equivalent experience.

2. Demonstrated experience supervising or leading one or more staff members.

3. Demonstrated experience giving presentations to small and large groups.

4. Demonstrated ability to skillfully work in a fast-paced environment with numerous interruptions while maintaining a professional atmosphere and exercising tact and good judgment. Ability to handle multiple projects and priorities, prioritize, set deadlines, and accomplish projects accordingly.

5. Demonstrated experience working independently and in a team environment,

6. Demonstrated ability to function effectively in a detail-oriented capacity; to interpret and apply guidelines, policies, and procedures; answer a variety of questions and concerns from a variety of groups. Strong problem solving and organizational skills.

7. Demonstrated skills in modern office methods, procedures, and practices including effective typing and telephone skills. Demonstrated experience with standard office software packages, including word processing, spreadsheets, and databases, such as the programs in the Microsoft Office Suite.

8. Excellent command of the English language including grammar, spelling, and punctuation. Experience with proofreading and editing text.

9. Excellent oral and written communication skills. Ability to draft correspondences. Ability to compose and present reports.

10. Excellent interpersonal skills. Ability to effectively handle a broad range of interpersonal contacts.

11. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.

12. Must be legally eligible to drive in California and be acceptable for vehicle insurance coverage under the University Enterprises insurance plan. Must continue to meet the established driving standards. Must possess own transportation for use traveling to testing sites in the greater Sacramento Area.

13. Must be fingerprinted and pass a background check. Must continue to meet the established standards.

Preferred Qualifications

1. Demonstrated experience with desktop publishing software.

2. Demonstrated experience working with Macintosh computers and related software.

3. Demonstrated experience in customer service in an office environment.

4. Ability to learn, independently interpret, and apply complex policies and procedures. Ability to identify deviations from applicable policies.

5. Demonstrated skill in communicating and working effectively with pre-college students, parents, faculty, and school administrators.

6. Demonstrated experience working in an educational or an academic environment.

Physical Requirements

Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; ability to carry printed materials to school sites; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, bankcard terminals, copiers, printers, scanners, and fax machines. Lift up to 35 pounds.

Working Conditions

Work is performed in an office environment; continuous contact with staff, campus community, the public, and other agencies.

Project Description

Academic Talent Search provides academically challenging, fast-paced course work to highly able and motivated fourth through ninth grade students in the greater Sacramento area. ATS has been serving the needs of the Capital region’s young scholars since 1982.

Job Duties


Job Duty

01. Represents the program to school administrators, faculty, students, and parents. Travels to school sites within the greater Sacramento area. Gives presentation to students about the ATS program, administers standardized test to qualify students for summer classes, and accounts for testing fees.

Job Duty

02. Develops and organizes a campaign to increase awareness of the ATS program to target populations. Monitors campaign’s effectiveness. Makes presentations at schools, parent meetings, and community events.

Job Duty

03. Recruits new faculty into the program. This includes developing and distributing marketing materials, determining candidate pool, and working with the senior staff to schedule interviews. A considerable amount of time with electronic and printed mail campaigns, initiating and returning phone calls, and other communication is expected.

Job Duty

04. Supervises, recruits, and trains part-time student staff on day-to-day office assignments, work allocation, scheduling, timekeeping, training, and problem resolution. Provides supervision consistent with the Sacramento State and UEI policies and affirmative action program. Motivates employees to achieve peak productivity and performance.

Job Duty

05. Provides lead work direction to full-time staff, including work allocation, scheduling, training, and problem resolution, as needed.

Job Duty

06. Supervises annual recruitment for summer teaching assistant (TA) positions. Nominates former ATS students for recruitment effort. Creates application materials. Trains Program staff in preliminary screening of applications, tracking of applications, and preparation of application packets for instructor review and screening. Makes final screening decisions, schedules interviews, and leads interview panel. Creates hiring screening report for Director review. Coordinates and monitors assignments of TAs and determines projected hours of employment for over 50 TAs.

Job Duty

07. Tracks TA hiring paperwork to ensure completion within UEI specified deadlines. Determines type of paperwork needed for each TA, notifies TA of requirements, and follows up as necessary. Verifies that all TAs have completed the required Human Resources orientation before they start working. Verifies daily work attendance and reviews timesheets.

Job Duty

08. Schedules faculty and TA meetings. Communicates, coordinates, and reschedules attendance as needed to accommodate participant needs. Assists with presentations at meetings.

Job Duty

09. Provides general office support by performing clerical functions such as typing, labeling, filing, word processing, data entry, duplicating, mailing, and related tasks to facilitate the efficient operation of the ATSprogram.

Job Duty

10. Trains staff on procedures for processing over 2000 summer school applications, registrations, transcripts, and student evaluation materials. Uses independent judgment to determine applications that require extra attention and problem solving. Verifies data entered in database for accuracy and completeness.

Job Duty

11. Assists Director and Program Manager with yearly admission decisions for over 100 classes, balancing individual circumstances and special needs with ATS policies. Utilizes experience and judgment to accomplish enrollment goals.

Job Duty

12. Processes student fee refunds and prepares letters to families regarding refund status.

Job Duty

13. Supervises staff, in coordination with the Student Outreach Coordinator, in the satellite office on-campus during summer school to ensure daily projects and deliveries are completed on schedule. Assigns and prioritizes projects daily for on-campus summer staff. Reports status to Director on a daily basis.

Job Duty

14. Prepares on campus office staffing schedule for Director’s review and approval. Independently determines daily staffing requirements, including number of staff needed, to ensure uninterrupted service to students, parents, and faculty. Reviews time off requests and balances with staffing needs to ensure adequate coverage at all times.

Job Duty

15. Represents ATS to students, parents, faculty, and campus community throughout the year. Provides leadership by answering questions and providing assistance and support to all individuals affiliated with ATS.

Job Duty

16. Trains office staff to assist students and parents with navigating the campus including finding classrooms and university facilities as needed, during summer school. Uses independent judgment to evaluate potential problems and reports situations to the Director, Program Manager, or other staff as warranted.

Job Duty

17. Independently creates publications and correspondences for mailings to faculty, schools, parents, and/or students. Tasks include creating publications; writing articles; proofreading and editing copy; layout and formatting; and scanning photos. Coordinates the organization of mailings, including small and large mailings, single piece and multi-piece mailings, and/or mailings with multiple subgroups receiving individualized/different pieces.

Job Duty

18. Provides observations and feedback to the Director and/or the Program Manager regarding staff performance and project status. Makes recommendations regarding staffing and project issues and implements actions.

Job Duty

19. Researches, develops, manages, and oversees expansion projects and partnership opportunities with other agencies and businesses. This includes planning, coordination, and management of activities related to outside sources. Acts as liaison and presents information about ATS to the community (students, school districts, parent groups, and businesses).

Job Duty

20. Coordinates and oversees program development activities. Supervises staff in searching for grant opportunities. Assists the Director and Program Manager with completion of proposals as required.

Job Duty

21. Performs other duties as assigned.

Posting Detail Information


Posting Number B023F17
Number of Vacancies  
Position End Date (if temporary)  
Open Date 11/10/2017
Close Date  
Open Until Filled Yes
Special Instructions Summary

If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter.