careers

Space & Reservations Coordinator (ASCII)

Apply now Job no: 539380
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Position Description

    • Position Summary
    • Classified as: Administrative Support Coordinator II

      Full-time position available on or after June 3, 2024 for Facilities Scheduling.


      Administrative Support Coordinators are distinguished by the administrative nature and scope of support work performed and/or ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Administrative work is typically operational or procedural in nature relating to the program, office, or projects. Work is often of a project nature and may require specialized knowledge. Typically, incumbents are responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation.

      Are expected to use general office equipment and a full range of office support technology and systems including: one or more word processing and spreadsheet packages; use of a mainframe computer and on-line systems to enter data and generate reports; maintenance of desktop databases; and use of electronic and voice mail. Some positions may require the use of desktop publishing packages with graphics capabilities.                                                                                 

    • Job Duties
    • Duties include but are not limited to:
      • Maintain, gather, and analyze data and information for various purposes.
      • Track, monitor, coordinate, and/or compile department activities, programs, or events, budgets, and financial data.
      • Compile and prepare various reports.
      • Use and maintain office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
      • Perform administrative duties in support of work unit operations and coordinate work activities.
      • Set up and maintain office procedures related to a specific academic program or administrative office.
      • Develop documents involving the use of software features such as charts, tables, and graphics.
      • Provide lead work direction and coordinate unit workflow.
      • Perform administrative duties and/or project work and coordination related to programs, policies, and procedures.
      • Organize and arrange special events; and related activities.
      • Perform standard clerical and secretarial work.
      • Process standard and electronic mail.
      • Prepare and compose correspondence, reports, and other documents.
      • Create and maintain standard and electronic records and files and record keeping systems.
      • Arrange meetings and events.
      • Make travel and other arrangements.
      • Order and maintain supplies.
      • Troubleshoot office technology problems and systems.
      • Perform other general office support and maintenance activities.
      • Interact with a variety of campus and community constituents.
      • Work with students, faculty, and staff to assist them or resolve problems.
      • Network to build campus relationships to expedite work and projects.
      • Coordinate work and projects.
      • Serve as a primary contact and/or resource to outside parties, such as vendors or governmental agencies, and/or to top-level administrators.
      • Provide program office coordination.
      • Track, monitor, coordinate, and/or compile department or program budgets.
      • Provide administrative support to faculty, such as assisting in program development and planning.
      • Respond to and/or direct student inquiries related to academic requirements.
      • Research, troubleshoot, and resolve academic-related problems for students and faculty; develop class and related schedules.
      • Coordinate academic-related projects such as program accreditation and grant applications.
      • May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
      • The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
      • At the direction of appropriate administrator, may provide support to other areas/departments withing functional area/departments as needed.
      • Provide lead work direction, training, and guidance to others.
      • Assist with work unit staffing decisions and input to performance evaluations.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education: completion of a high school program, technical/vocational program or their equivalents.

      Experience: several years of related office work experience.

    • Preferred Qualifications

      • Two (2) years of related office work experience
      • Two (2) years of work experience in Facilities Space and Reservations or related area.
      • Bachelor's degree in Business Administration, Public Administration or other related degrees.
      • Prior experience with coordinating processes and procedures or related field highly preferred.
      • Prior experience in a CSU or in another higher education setting preferred.
      • Prior experience in facilities planning or capital development operations preferred.
      • Prior experience utilizing 25Live or related scheduling software.
    • Knowledge, Skills, Abilities

      • Experience to be fully functional in all technical aspects of work assignments.
      • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
      • Thorough mastery of English grammar, punctuation, and spelling.
      • Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
      • Ability to independently handle multiple work unit priorities and projects.
      • Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines do not exist.
      • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
      • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
      • Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
      • Working knowledge of budget policies and procedures.
      • Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
      • Ability to effectively write and present own reports.
      • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
      • Ability to use negotiation and persuasion skills to achieve results and expedite projects.  
    • Special Conditions

      • May be required to work after-hours, evenings, or weekends.
      • Travel between Turlock and Stockton Campuses.
    • License or Certifications

      • Valid California Driver’s License
    • Physical Requirements
    • The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • Salary Range
    • Anticipated salary will be $3,865 – $4,256 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. Full Administrative Support Coordinator range: $3,865 - $6,336 per month.
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.

       

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • May 28, 2024.

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

      The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

    •  
    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

      INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

       

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