Intake And Operations Coordinator

California State University

Administrative Support Coordinator I, #170066
Arts and Letters

Salary Range: $2,846 – $4,711/Month

Work Schedule: Full-time, Monday – Thursday; 9:00 a.m. to 6:00 p.m. and Friday 8:00 a.m. to 5:00 p.m.; non-exempt classification. Temporary position, expires on or before one year from start date; may be extended; may become permanent.

Essential Job Functions:  Under the direction of the Director of Student Success and Advising and/or Associate Dean, the incumbent has the primary responsibility for coordinating and providing student intake/screening and daily operations/logistics coordination for the College of Arts and Letters Advising Center. The incumbent screens, prioritizes, and provides general academic information to Arts and Letters majors on a variety of topics; refers students to faculty/department advisors, career counselors, academic support services, counseling and psychological services, and other resources as appropriate; serves as the main contact person for the Arts and Letter Advisement Center and works closely with faculty and staff advisors, Arts and Letters departments, Arts and Letters Dean¿s office, and other University offices as needed; maintains, gathers and analyzes data to create, coordinate, and evaluate the advising calendars to ensure optimum advisor availability for students while balancing the administrative time necessary for advisor¿s special projects; and identifies, researches, analyzes and recommends solutions to operational issues, unit priorities, and institutional policies affecting the advisement of students. The incumbent creates, updates, and shares  documentation related to Arts and Letters Advisement Center advising policies, practices, and procedures; recruits, trains, supervises, and provides work direction for student assistants; manages projects, coordinates, and implements the creation, updating, revision, and evaluation of online web content and print materials for the unit; assists in the planning, implementation and evaluation of academic advising workshops and programs; provides  proactive administrative support for the Director; coordinates logistical details for unit operations, meetings and programs; and coordinates and maintains oversight and security of student files/records, including purging of files and maintenance and scanning of student records.

Required Qualifications and Experience:  Equivalent to three years of full-time general office experience which includes operational or procedural administrative support work performed and/or on-going work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Incumbent must have excellent interpersonal and customer service skills; demonstrated skill in organizing and work and prioritizing tasks to meet deadlines; proficient in Microsoft Windows, Outlook, Excel, and PowerPoint; experience with multi-line telephones, scanners, fax, and copy machines; and skills in establishing and maintaining effective paper and electronic filing systems. Incumbent must have the ability to exercise independent initiative and sound judgement within general guidelines with the acumen and sensitivity to assess and identify those situations and decisions that require higher-level approval or consultation; prioritize people and situations; manage complex calendars and determine necessary modifications to the daily, weekly, and semester schedules of multiple individuals to meet students¿ advising needs; proactively use data to assess and make recommendations to streamline and improve office operations; understand and explain detailed information orally and in writing with accuracy and clarity; manage heavy workload and handle multiple tasks while maintaining accuracy; create print materials to promote unit programs and services; maintain confidentiality; work effectively as a team member and independently; manage complex calendars and determine necessary modifications; proactively use data to assess and make recommendations to streamline and improve office operations; and ability and/or interest in working with a multicultural/multiethnic/multilingual population. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

Desired Qualifications: Equivalent to a Bachelor’s degree from an accredited four-year college or university; experience with and an understanding of the goals, functions, and structure of higher education, academic advising, and student services; documenting, updating and sharing operational and procedural documentation and manuals; updating content on webpages; experience assisting student service professionals in the development, implementation, and evaluation of advising programs and services; AppointmentPlus, EAB/Student Success Collaborative system/tool, degree audit systems/tools, and GET. Knowledge of Cal State LA programs and services, specifically those offered within the College of Arts and Letters.

Closing Date: Review of applications will begin on October 13, 2017 and will continue on an ongoing basis. The position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CSULA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 July 21, 2017 as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship.  We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678