Administrative Support Coordinator I (524303)

Description
Under the general supervision of the Department Chair, the Administrative Support Coordinator I performs the full range of clerical, secretarial, and general office support directly related to MSW field education for students, faculty, and staff. The incumbent is responsible for administrative support focused on field education to include: processing mail, maintaining files and records, scheduling and arranging appointments, processing documents and records, gathering data, preparing standard reports, interacting with, and solving problems for work unit customers and staff.

• Position Summary
• Full-time position available on or after June 5, 2023 in Masters in Social Work..

• Duties include but are not limited to:
• Serve as Concur delegate for faculty and Department Chair.
• Respond to applicant requests for information about university and department application requirements and processes related to field.
• Function as the department's primary interface and source of information for the public on a daily basis related to field education.
• Coordinate scheduling for field events and activities.
• Maintain confidential files (hard copy and electronic/database).
• Serve as first point of contact for field activities in the Master of Social Work Program/Department of Social Work.
• Respond to field related phone, email, and mail inquiries of multiple issues from a wide range of individuals including students, faculty, staff, administrators, alumni, professionals, and community members.
• Assist in scheduling field seminars and coordinating rooms, facilities, and supplies for student and faculty field events.
• Maintain application/field files and records.
• Access student field information, obtain transcripts, grade records, process "change of grade" incompletes, and lift advising and probation holds as needed related to field education.
• Provide information about field requirements, coursework, and timelines for completion.
• Oversee department website and field documents (field manual, field application, employer-based placement proposal, etc.) for accuracy related to field education.
• Maintain positive working relationships and communications.
• Maintain property control files for department.
• Education : Completion of a high school program, technical/vocational program, or their equivalents. Experience : Several years of related office work experience.
• Learn new digital platforms of CalStateApply, KnowledgeLake, CalState S4 and WebAdmit required for digital application processes.
• Provide oversight and support of the contracting process for field placement agreements.
• Provide training and assist staff and faculty regarding new electronic application processes related to field.
• Work in conjunction with Field Director to resolve student and faculty related academic issues related to field education.
• Coordinate maintenance, storage, and destruction of field records per University policy.
• Assist Field Director and Program Coordinator with all aspects of hybrid field.
• Distribute field work assignments.
• Job Duties
• Other duties as assigned.
• Assist faculty with managing activities related to field education.
• Provide field administrative coordinator support to the Field Director, Department Chair, Faculty, and Students.
• Track field course enrollments each semester and work in conjunction with department chair to adjust course offerings. Assign permission numbers as necessary.
• Ongoing maintenance, oversight, training and analysis of Digital field processes.
• Create and maintain student database, create student letters and mailing list.
• Coordinate scheduling of field meetings; take minutes at select field meetings. Maintain field meeting records, including 'shared drive' access.
• Minimum Qualifications
• Collect and review field application packets for program requirements.
• Utilize and consult within the department regarding multiple software programs.
• Under general direction draft and compose clear, concise correspondence, event advertise ad hoc reports related to field education activities.
• Assure that work is completed in a timely fashion and deadlines are met.
• Compile program data for accreditation and other annual reports to various accreditation bodies related to field education (to include managing data in SPSS and continuing education units (CEUs) records)
• Participate in the admission review process (includes assigning files for review, maintaining confidential scoring documents, tracking results, and coordination of criminal history review).

• Preferred Qualifications
• Experience working with the Concur travel program and CHRS Recruiting(ATS), CalStateApply, KnowledgeLake, CalState S4, and WebAdmit
• Some college education.
• Excellent interpersonal and communication skills (in-person and virtual).
• Experience to be fully functional in all technical aspects of work assignments.
• Excellent organizational skills.
• Knowledge of university databases such as PeopleSoft and Data Warehouse.
• Excellent computer skills: Microsoft Office (Word, Excel, and Outlook) (Microsoft Teams, SharePoint, Forms, and OneDrive)

• Ability to understand and operate in a variety of organizational structures.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Knowledge, Skills, Abilities
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Working knowledge of budget policies and procedures.
• Ability to use and quickly learn new office support technology systems and software packages.
• Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.

• How to Apply
• 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.
• 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
• 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.
• Application Deadline
• The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
• 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.
• Compensation & Benefits
• Physical Requirements
• Likely to be seated for long periods of time and spend a good portion of work time using a computer.
• Additional Information
• Criminal Background Clearance Notice
• 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.
• Salary Range
• APRIL 23, 2023
• Anticipated salary will be $3,505 - $4,030 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full ASC I range: $3,505 - $5,508 per month)

Closing Date/Time: April 23, 2023