Office Coordinator - (Administrative Analyst/Specialist–Non-Exempt) - Undergraduate Advising Center

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Office Coordinator

SF StateUniversity

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 for more information on SF States 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 by calling or emailing

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 Universitys 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

Undergraduate Advising Center

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday through Friday 8:00 AM-5:00 PM

Anticipated Hiring Range

$4799.00 - $4993.00 Per Month ($57588 - $59916 Annually)

Salary is commensurate with experience.

Position Summary

The Division of Undergraduate Education and Academic Planning is comprised of several units all of which hold the students we serve at the heart of our institutional mission. One of these units is the Undergraduate Advising Center (UAC) which provides comprehensive academic counseling to help students achieve their academic personal and career goals. The center is the hub for undergraduate advising at San Francisco State. The UAC helps all students understand SF States graduation requirements policies and procedures. Our goal is to encourage self-advocacy promote academic success graduation and a lifetime of learning.

The Office Coordinator reports directly to the Director of College Advisors and functions under general supervision. This position provides complex support in the areas of administrative support services and recruitment and coordination of student employees. The incumbent will oversee front desk operations ensuring the smooth flow of advising services. The incumbent will support the UAC by serving as the lead front-line administrative and organizational support creating and monitoring the UAC service and counselor schedule evaluating and coordinating the office workflow and managing all student staff. This will require communication with other UAC administrative staff UAC advisors UAC managers and other incumbent will also coordinate meetings and events completing and processing recruitment and student employee forms and ensuring staff absence reports and student payroll vouchers are completed in a timely manner. To support the UAC they will also assist with updates and maintenance of the UACs website and sort manage and analyze UAC data to compile and writing reports to evaluate the effectiveness of various UAC initiatives.

Position Information

Office Administrative Support Duties and Responsibilities

• Work independently to provide primary administrative and organizational support for the Undergraduate Advising Center.
• Coordinate and manage day-to-day operations of the Undergraduate Advising Center.
• Monitor and assess student appointment and drop-in work flow with an eye towards process improvement.
• Oversee evaluate and coordinate office workflow amongst office staff graduate interns and student assistants.
• Prepare physcial space website and UAC operations for peak advising and New Student Orientation.
• Using Navigator/EAB monitor UAC services ensuring student access and notifying DUEAP Advising Managers of any concerns.
• Serve as the UACs liaison to Human Resources and other offices as needed.
• Work with administrative staff to develop and maintain UAC flyers signage and publications.
• Maintain analyze and prepare reports evaluations and surveys as needed by DUEAP Advising Managers.
• Provide administrative and organizational support to DUEAP Advising Managers and manage departmental supplies and purchase orders.

Front Desk Support

• Lead the recruitment hiring training workflow and completion of tasks for UAC student assistants.
• Coordinate and approve student assistant schedules including finding appropriate coverage during absences in partnership with UAC administrative staff.
• Manage daily operations and flow of advising services including in-person and virtual drop-ins and phone.
• Collaborate with UAC administrative staff on daily traffic and flow including student worker coverage advisor availability etc.
• Provide front-line support at the UAC reception desk providing support for all advising services. Greet and assist visitors students faculty and staff; respond to inquiries in a prompt and professional manner; and refer individuals to appropriate offices as needed.
• Strive to offer a professional welcoming and informative UAC front desk experience for all undergraduate students.

Recruitment and Coordination for Student Employees and UAC Staff

• Provide posting information for positions to Human Resources interview scheduling across multiple offices serving as first point of contact for candidates and sending out all interview related communications.
• Assist with new hire integration which includes preparing E-TRAC submissions/updates email set-up online access ID set-up CS permissions and general orientation to the office. Collect required hiring documents and create submit monitor the E-TRAC approval process for staff; obtain new hires personal information for input into HRMS to generate new ID number or find exisiting ID number; verify start date and pay rate for new hire with management; create and submit new hire E-TRAC for staff member after verification received from management.
• Follow up with Human Resources if any E-TRAC concerns arise; create and submit termination E-TRAC for any staff resignations.
• Track student assistant time and ensure they stay within their work study awards and approved work hours.
• Ensure student payroll vouchers are submitted and reportable time is approved and processed in a timely manner.

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles practices and methods. This foundation would normally be obtained through a bachelors degree and/or equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or program.

Typical knowledge and skill requirements:

• Entry qualifications as described above.
• 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 learn interpret and apply a wide variety of policy 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.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile write and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective relationships within and outside the work group and serve as a liaison for the organizational unit.

Preferred Qualifications

Education: Bachelors degree or equivalent administrative experience

Experience: Equivalent to two years of progressively responsible clerical or technical office management experience. Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of administration principles practices and methods. This foundation would normally be obtained through a bachelors degree and/or equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices and programs.

Preferred general knowledge:

• Excellent verbal/written communication.
• Standard office equipment (computers copiers phones) and standard office software packages such as Microsoft Office Suite (Word Excel PowerPoint Outlook etc.) and related computer programs (Google Docs iLearn Qualtrics etc.).
• University infrastructure policies and procedures.
• Basic accounting procedures using Excel to maintain budget.
• Familiarity with the Educational Advisory Board (EAB) and Student Success Collaborative (SSC).
• Knowledgeable about SF State advising and academic support systems.
• Experience in an academic or university setting.
• California State University specific policies procedures and infrastructure.
• Experience with or an understanding of the CSU hiring/appointment process.

Preferred skills:

• Methods and procedures for data analysis and the ability to apply them.
• Excellent organization skills attention to detail and flexibility.
• Effective communication problem-solving and interpersonal skills in a fast-paced work environment.
• Strong understanding of Microsoft Office Suite and Google Docs for producing documents and reports.

Preferred abilities:

• Quickly learn office support technology systems and software packages (i.e. Campus Solutions/PeopleSoft CMS HRMS EAB SharePoint Box iLearn Qualtrics).
• Experience with web content management systems and ability to edit and design websites in Drupal.
• Experience with InDesign and Photoshop.
• Keep supervisor adequately informed demonstrate regular attendance and positive performance evaluations.
  • Core Competencies embody the following competencies:
• Bias toward collaboration and teamwork.

• Effective oral written and nonverbal communication skills.
• Customer/Client Focus with an emphasis in problem solving and resolution.
• Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
• Diversity and inclusion

Environmental/Physical/Special

Regular work hours are 8am-5pm Monday through Friday. Ability to work occasional weekend hours and evening hours. Regular attendance is considered an essential job function; the ability to meet attendance requirement may preclude the employee from retaining employment.

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 Lifes 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 Universitys commitment to attract motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

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

Additional Information

*SFSU INTERNAL APPLICANTS ONLY*

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework all work is expected to be performed in the state of California and this position is assigned to on-campus operations.

CSU strongly encourages faculty staff and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m. and can be reached at .

Please note that this position position requirements application deadline and/or any other component of this position is subject to change or cancellation at any time.