Administrative Support Coordinator - International Programs

California State University System Seaside, CA
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Campus:

Monterey Bay

Job ID: MB2018-CB2429

Job Title:

Administrative Support Coordinator - International Programs

Appointment Type:

Probationary

Time Base:

Full-Time

Date Posted:

June 13, 2018

Closing Date:

Open until filled

Link to Apply Online:

http://csumb.peopleadmin.com/postings/4272

Campus Employment Homepage:

https://csumb.peopleadmin.com/

Description:

Administrative Support Coordinator I – NE

Extended Education & International Programs

MB2018-CB2429

Apply Today! Open until filled. Application Screening Begins: June 28, 2018

PURPOSE:

Under the general supervision of the Director of International Student & Scholar Services, the International Programs Administrative Support Coordinator performs the full range of moderate to complex clerical, record keeping and financial work assignments in support of the administrative objectives of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Processes confidential documents using judgment and discretion including but not limited to registrations, student grades, financial information, applications, insurance, accounting and purchasing forms, travel requests, expense claims, invoices, and other documents necessary to meet the day-to-day operating needs of the office.

Serves as a source of information to students on procedures for registering into courses and for public awareness of programs and activities related to International Programs. Interfaces with administrators, staff, faculty, students, parents, and the general public.

The IP Administrative Support Coordinator works to support programmatic needs and events, provides updates to forms and documents, maintains files, prepares welcome/orientation materials, completes expense reimbursement/travel documents and reconciles enrollment and revenue records/invoices to budget. Provides front-line support for program questions, and answers departmental phones.

Assists with data entry into the student information system for student ID creation, course creation, and registration. May process department deposits and serve as a department cashier.

Coordinates and assists with the logistics of a variety of special events and activities including preparing agendas, scheduling courses/workshops/meetings, reserving rooms and facilities, notifying participants, coordinating campus resources, ordering supplies, making arrangements for equipment and catering and providing oversight of the event set-up.

In collaboration with the International Programs staff, the IP Administrative Support Coordinator may create and/or update tracking spreadsheets using Excel, and reports of specific data such as student tracking, course information, enrollment, revenue and expenses related to International Programs.

Works with confidential students' files directly before/during/after program completion. Provides support to International Programs as assigned. Assists students with various university forms and procedures as appropriate to the program and university requirements.

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of: correct English, including grammar, spelling, punctuation, and editing; office systems and ability to use a broad range of technology, systems, and packages. Detailed knowledge of or the ability to quickly learn applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures. Experience to be fully functional in all technical aspects of work assignments.

Ability to: quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; make sound independent decisions and recommendations based on current policies and procedures and a thorough analysis of current situations; independently handle multiple work unit priorities and projects under strict deadlines; apply a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data and make simple projections; draft and compose correspondence and standard reports; effectively handle a broad range of interpersonal contacts, including those at the highest level and those requiring strict confidentiality; address common and unique problems using reasoning and judgement to develop practical, thorough, and creative solutions; establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing, a professional, persuasive and tactful manner.

MINIMUM QUALIFICATIONS:

Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS:

Highly proficient in the use of personal computers including word processing, spreadsheet, presentation, and database software. Thorough knowledge of offices systems and ability to use a broad range of technology, systems, and packages. Ability to perform accurate data entry. Must have excellent customer service skills and be a student-focused individual.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Bachelor's degree or equivalent, previous international study abroad experience, and second language abilities preferred. Experience working with diverse populations and in an academic setting preferred. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; CASHNet; Hyperion, or similar report generation software; and Google mail and calendaring. Experience with Hyperion reporting. Technical fluency with Cashnet, Oracle/PeopleSoft—CSU Common Management System or equivalent student and finance information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

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 as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position has been designated as a sensitive position with:

access to, or control over access to, or control over, cash, checks, credit cards, and/or credit card account information; and

access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.

This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

May require occasional evenings and/or weekend work.

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods. Requires travel between campus offices and off-campus locations.

SALARY:

Anticipated hiring salary in the mid- $3,000's per month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

TENTATIVE RECRUITMENT TIMELINE:

Interviews Begin: Week of July 2, 2018

READY TO APPLY FOR THIS GREAT OPPORTUNITY?

If so, please visit: Administrative Support Coordinator at http://csumb.peopleadmin.com/postings/4272. Also, see how CSU Monterey Bay is Doing What Matters! at https://www.youtube.com/watch?v=THTBSqSss3U.

APPLICATION PROCEDURE:

For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library.

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.