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Administrative Support Coordinator

University Enterprises, Inc.
Sacramento, CA Full-time
Posted on May 3, 2019
Job Title Administrative Support Coordinator
Worksite City Sacramento, California
Advertised Salary Range $16.90 - $23.66
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 providing administrative, clerical and project support operations for the TRIOStudent Support Services (SSS) Program. The position will assist the Project Director and Coordinator with planning, developing, and implementing programs, processes, and activities for SSWD SSS students with disabilities in accordance with federal and state law, to assure their equal access to the academic and campus environment. The position works in an interdisciplinary team to provide coordination of Department of Education grant-required direct services to SSWD SSS students. The position provides general information regarding support services available to students with disabilities and explains program procedures and policies to students, faculty, staff, and the public.

Reporting Relationship

The position reports directly to and receives general supervision from the SSWD Office Manager. The position receives work direction from the Student Support Services Project Director and SSS Coordinator. The position supervises student assistants.

Conditions of Employment

This position is a full-time, non-exempt (eligible for overtime pay), benefited position, with a defined contribution retirement plan through TIAA. (The position is not covered under the California Public Employees’ Retirement System.) Continued employment in this position is dependent upon funding and 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. Program continuation is contingent upon funding.

Work Schedule  
Minimum Qualifications

1. Associates Degree with a concentration in business, office administration, accounting or related discipline or equivalent combination of education and work experience

2. Demonstrated experience in an administrative support position.

3. Demonstrated skills in modern office methods, procedures, and practices including machine transcription.

4. Demonstrated experience typing documents, reports, and correspondence; creating and updating spreadsheets to track data; and updating electronic databases.

5. Demonstrated experience with computer applications including word processing, spreadsheet, database, and internet, such as the programs in the Microsoft Office Suite.

6. Ability to learn new office support technology systems and software packages. Demonstrated experience typing various documents and correspondence.

7. Demonstrated experience in dealing with the public and customers. Ability to explain department policies and procedures to customers in a professional and courteous manner.

8. Excellent interpersonal skills in working with students, staff, faculty, and administrators as well as external parties with diverse cultural backgrounds.

9. Excellent oral and written communication skills, including excellent command of the English language including grammar, spelling, and punctuation.

10. Demonstrated ability to clearly and professionally respond to routine questions and/or refer to appropriate campus or community departments.

11. Ability to conduct presentations and speak in front of groups.

12. Excellent command of the English language including grammar, spelling, and punctuation.

13. Demonstrated sensitivity and ability to interact appropriately with individuals with disabilities from diverse cultural backgrounds.

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

15. Demonstrated experience or ability to prioritize many different tasks, determine the relative importance of each task, complete projects accordingly, and work with deadlines and time pressure. Experience in handling confidential materials.

16. Ability to resolve conflict in customer service interactions.

17. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications

1. Experience working within an educational or academic setting.

Physical Requirements

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

Working Conditions

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

Project Description

Services to Students with Disabilities (SSWD) offers a wide range of support services and accommodations for students in order to ensure students with disabilities have equal access and opportunity to pursue their educational goals. Working collaboratively with students, faculty, staff, and administrators, SSWD provides consultation and serves as the information resource on disability related issues to the campus community. SSWDis a recipient of Federal TRIO Program (TRIO) grant for Student Support Services. TRIO Programs are Federal outreach and student services programs designed to identify and provide services for individuals from disadvantaged backgrounds. SSWD TRIO/Student Support Services is a support program within SSWD that provides community and additional resources to help eligible student members succeed at CSU Sacramento.

Job Duties

 

Job Duty

1. Provides general information regarding support services available to students with disabilities. Explains program procedures and policies to students, faculty, staff, and the public.

Job Duties

 

Job Duty

2. Oversees and maintains the TRIO electronic student database, in preparation for the annual performance report (APR), and other required reports. Works continuously throughout the year, to maintain and update current participant list, applicant and wait list, and past participant data fields. Includes monitoring program participants’ academic progress, participation in SSS sponsored activities, and documentation of other services required for the APR. Ensures accuracy of all information.

Job Duties

 

Job Duty

3. Coordinates with other campus departments to collect required data fields for the APR, including IT departments to insure accurate and timely data report submissions.

Job Duties

 

Job Duty

4. Liaisons with software and other vendors for program needs and coordinates required paperwork and processes to insure timely delivery of services.

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Job Duty

5. Researches software and other services needed by the program and advises Office Manager and/or Director. Oversees the installation of new database systems, as well as any other technological processes required by the program.

Job Duties

 

Job Duty

6. Supports front office functions, handled primarily by students, including a multi-line telephone; preparing, scanning, and uploading documents; overseeing the staff calendars; sorting and distribution of internal and external mail; monitoring a general email account; and receiving visitors and directing calls.

Job Duties

 

Job Duty

7. Creates and processes job description and on boarding paperwork for new TRIO staff. Trains new department employees on equipment and office procedures for TRIO program.

Job Duties

 

Job Duty

8. Coordinates recruitment, hiring, selection, and training of TRIO student employees. Supervises work performance of TRIO student employees and assigns tasks as needed.

Job Duties

 

Job Duty

9. Processes payroll and other documents related to the SSS Program. Approves time reports for direct reports each payroll period and maintains attendance records for program employees. Works with the Director to ensure all time reports are approved.

Job Duties

 

Job Duty

10. Develops and updates forms and other documents; assists with the creation and maintenance of marketing materials including newsletters, brochures, and multiple websites; assists with ensuring all business, marketing, and promotional materials are current.

Job Duties

 

Job Duty

11. Coordinates ongoing operational needs for the TRIO program including, but not limited to: ordering and maintaining supplies for TRIO staff; preparing expenditure forms for approval; and communicating building and equipment maintenance/repair needs to the appropriate department.

Job Duties

 

Job Duty

12. Interacts with a variety of campus and community constituents in a professional manner maintaining confidentiality of information. Works with students, faculty, and staff to assist them or to resolve problems; serves as a primary contact and/or resource to outside parties, such as vendors.

Job Duties

 

Job Duty

13. Schedules, arranges, and assists with orientations, trainings, workshops, webinars, staff meetings, program activities, and other events; reminds staff of scheduled events and reschedules as necessary to accommodate unexpected changes in priorities or work schedules.

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Job Duty

14. Coordinates and facilitates Workforce Recruitment, financial literacy, and other information sessions as needed.

Job Duties

 

Job Duty

15. Provides confidential support to the Director and Associate Director by managing their schedules, assisting with personnel actions, and other program functions.

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Job Duty

16. Reviews TRIO applications for completeness, including reviewing confidential TRIO student applicant medical documentation.

Job Duties

 

Job Duty

17. Contacts students, as needed, to insure required data is provided and is accurate for compliance.

Job Duties

 

Job Duty

18. Follows up with current and past participants to transmit program information and to gather needed information for full program participation, as well as APR data needs, and other reports.

Job Duties

 

Job Duty

19. Provides budget analysis support for TRIO program, and related operational functions, to meet programmatic goals; acts as an internal and external resource on policy and procedural matters; and leads or coordinates projects involving the management of external parties. Works closely with UEI grant office, and uses EDGAR for financial compliance.

Job Duties

 

Job Duty

20. Works closely with the SSWD Information Technology Consultant to insure accurate SSS student records.

Job Duties

 

Job Duty

21. In the absence of the SSWD Office Manager, provides appropriate back-up support to insure smooth workflow of student services.

Job Duties

 

Job Duty

22. Participates in professional development opportunities, as recommended by the Office Manager and/or Director.

Job Duties

 

Job Duty

23. Performs other duties as assigned by the Director, Associate Director, Coordinator, and Office Manager to ensure the success of the TRIO program and its participants.

Posting Detail Information

 

Posting Number B063F18
Number of Vacancies 1
Position End Date (if temporary)  
Open Date 05/03/2019
Close Date 05/17/2019
Open Until Filled No
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. Please complete each section—do not refer to your resume in lieu of listing your job duties or in answering the supplemental application questions.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this position?
    • UEIJobs Website
    • Interest Card Emails
    • Twitter
    • Indeed
    • Career Fair
    • Campus Career Center
    • Craig's List
    • Personal Referral
    • Sacramento Bee
    • Careerbuilder
    • Internal Job Posting
    • The WELL hiring expo
    • Other
  2. If other, please specify.

    (Open Ended Question)

  3. * Do you have at least an Associates Degree with a concentration in business, office administration, accounting or related discipline or equivalent combination of education and work experience?
    • Yes
    • No
  4. * Do you have professional work experience in an administrative support position?
    • Yes
    • No
  5. * Please describe your experience in an administrative support position.

    (Open Ended Question)

  6. * Do you have demonstrated experience in the use of computer applications including word-processing, spreadsheet, and database such as the programs in the Microsoft Office suite?
    • Yes
    • No
  7. * Please tell us about the documents you created or maintained using those software programs which clearly demonstrate your experience typing documents, reports, and correspondence, creating and updating spreadsheets to track data, and updating electronic databases.

    (Open Ended Question)

  8. * Do you have experience supervising or leading one or more employees?
    • Yes
    • No
  9. * Briefly describe your experience supervising or leading staff.

    (Open Ended Question)

  10. * Do you have experience working within an educational or academic setting? (This is preferred but not required for this position.)
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume