Office Coordinator -!! Jobs

Description:

Working Title

Office Coordinator

SF State University

San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

College of Health & Social Sciences

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (FTE 1.0)

Work Schedule

Monday - Friday ; 8:30am - 5:30pm

Work from home Mondays & Tuesdays, and on campus Wednesday, Thursdays & Fridays.

(Subject to change based on operational needs)

Anticipated Hiring Range

$5,000 to $5,416 per month ($60,000 - $64,992 annually)

Salary is commensurate with experience.

Position Information

The Office Coordinator functions independently performing a variety of administrative duties in the Dean’s Office under the supervision of the Assistant to the Dean. The primary areas of responsibility are: Managing the Central Information Desk in the Dean's Office, HR Administrative Support and other areas as needed; Event Planning and Implementation, assist in putting together Training Manuals, Informational/Reference sheets, Detailed Guides, Handouts, etc. both online and in hard copy, maintaining these materials to reflect the internal HSS and university-wide policies & procedures involving the area of Human Resources.

This position will also provide some administrative support to the Director for the School of Nursing.

Miscellaneous duties include but not limited to ordering supplies and tracking inventory, troubleshooting office machines when needed, updating office directories and emergency contacts and maintaining a clean and professional office workspace and conference room in the Dean's Suite in HSS 204.

Strong skills organizational skills, communication skills and a proactive work style are essential in this position.

HR Administrative Support & College Office Liaison

• Maintain Box files every semester – Lecturer Temp Evals, Entitlements and Appointments/ETRACs.
• Run reports on various systems; troubleshoot and submit service tickets to resolve HRMS and Gateway issues.
• Main point of contact with Copier vendor to troubleshoot/resolve issues, process payment for water service.
• Manage the Information Desk of the Dean's Office; professionally handle escalated/sensitive matters; assist in resolving issues; triage calls, walk-in inquiries, direct to appropriate individuals or offices on campus.
• Ordering and tracking supplies and inventory.
• Provide staff support to committees and task forces chaired by the Dean.
• Update and distribute college/unit directories and organization charts, update emergency contact numbers. Distribute incoming and outgoing materials, hand deliveries across campus, when necessary.
• Regularly clean and maintain office in HSS 204: Reception Area, Copier, Water Cooler, Microwave & Refrigerator.
• Manage and maintain the college database that involves personnel status changes while protecting privacy and confidentiality, i.e. salary increases due to comp class, faculty promotions/RTP, etc.
• Provide staff support for special projects, such as Committees and Task Forces chaired by the Dean.
• Assist and support HR (hiring and payroll) related work; act as a backup for Hiring Coordinator.

Events and Training Manuals/Materials

• Update Training Manuals, Guides/Info/Reference sheets, ensuring contents correspond and comply with current HSS and university policies and procedures.
• Set up and clear out conference rooms; maintain clean and organized spaces.
• Assist in creating training and workflow materials; quick reference sheets and handouts for training sessions; copying, editing and distribution.
• Provide support and takes initiative in coordinating annual college-wide events, annual council retreats; order/pick-up refreshments for recurring meetings and special office celebrations.
• Maintain and organize spaces, including conference rooms located in the college office.

General Office Support to the School of Nursing (between 4 - 8 hours per week)

• Administrative tasks are limited and specified on an MOU (Memorandum of Understanding) between the Dean's Office & the School of Nursing.
• Email agendas and general info; use Box to upload/maintain documents.
• Tasks include:
• Update email rosters; process scholarships; attend Zoom meetings when needed.

Other Duties as Assigned

Minimum Qualifications

• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.

Preferred Qualifications

• Bachelor’s degree and 2 to 3 year’s experience in a University Office setting.
• Highly professional and experienced in dealing with confidential information and escalated issues.
• Demonstrated ability to provide exceptional customer service and multi-task in an environment with

constant changes.

• Interested in long term employment, growing professionally, and helping to build a stable and healthy work

community.

• Experience in working with DocuSign, Box, PeopleSoft HRMS and PageUP.
• Strong Skills and Experience in Event Planning.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Environment and/or Physical Requirements and/or Special Working Conditions:

Ability to lift up to 15 pounds.

Ability to sit for long periods of time using the computer.

When needed, deliver mail to various offices across campus.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information