Job No. 538072 Administrative Support Coordinator I

CANDIDATES ELIGIBLE TO APPLY:THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.CLASSIFICATION TITLE:Administrative Support Coordinator IUNION CODE:R07FT/PT:Full-time PAY PLAN:12-month WORKPLACE TYPE:On-site (work in-person at business location)ANTICIPATED HIRING RANGE:$3,692 - $4,200However, offer amount will be commensurate with candidate's experience, education, skills, and training.CSU CLASSIFICATION SALARY RANGE:$3,680 - $5,783PAY BASIS:MonthlyBENEFITS:CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.POSITION PURPOSE:The Counseling Center, within the Division of Student Affairs, provides counseling and consultation services to undergraduate and graduate students who are enrolled in the university. The Center offers short-term counseling to help students with personal, academic, and career concerns. The primary goal of counseling is to help students develop the personal awareness and skills necessary to overcome problems and to grow and develop in ways that will allow them to take advantage of the educational opportunities at the university.Under general supervision of the Assistant Vice President (AVP) for Student Affairs & Dean of Students, Student Integrity and Well-Being, and under the daily lead direction of the Counseling Center Coordinator, the Administrative Support Coordinator I performs the full range of varied and complex administrative support functions for the Counseling Center. Duties involve administratively supporting the Center operations and staff, providing budget support for the Center, and acting as a system support for Titanium, the Center's electronic record keeping software.DUTIES & RESPONSIBILITIES:Counseling Center Administrative SupportProvide administrative support and coordinate daily operational functions of Counseling Center which require interpreting policies and procedures and using ingenuity to creatively gather and compile information in several different ways.Support and coordinate Center events involving securing facility reservations, processing work orders, coordinating food orders, completing, and sending meeting invitations, coordinating travel arrangements, and supporting conference needs.Assist Counseling Director and 7.5 Counselor Faculty (including CSUB A.V. Counselor Faculty) in planning and organizing: programs, outreach, meetings, and travel arrangements.Monitor and Coordinate Counseling Center Director's calendar using Microsoft Outlook, scheduling various meetings, travel, and conference dates.Provide administrative support to Psychiatrist, adhering to HIPAA guidelines, scheduling appointments/meetings, and coordinating services with external pharmacies and medical facilities.Answer incoming calls, respond to voicemails, and refer calls to other campus departments as appropriate.Schedule/Reschedule student and Counseling Faculty appointments/meetings.Greet students and other visitors to Counseling Center and use judgement and discretion to refer to appropriate resources.Create and maintain a safe, calm, congenial atmosphere in person and on the phone.Provide a safe and welcoming space for students in crisis. Initiate projects independently under general supervision related to the goals of the department.Display culturally sensitive and competency to a variety of diverse and complex individuals and personalities.Oversee quarterly SOCI process including distribution, collection, and analysis of results for each Counselor Faculty and the Center.Assist Counseling Center Director with the paperwork for the annual contract renewal of Counseling Center Faculty.Assist with the hiring process of new faculty, staff, and Graduate Student Leader searches for the department.In support of the Counseling Coordinator and Counseling Faculty prepare forms, charts, signs, invitations, reports, publicity, and workshop materials (as needed).Provide back up support for ASA.Budget SupportUnder the direction of the AVP for Student Affairs & Dean of Students and Counseling Center Director, work with the Student Affairs Budget Analyst, maintain spreadsheet accounting for Operations and Expenses department budget, including Fee Fund and when appropriate, grant budget and other funds related to the Counseling Center.Maintain ledgers, monitor budget balances.Evaluate and process routine expenditures.Generate monthly reports using PeopleSoft CFS software.Maintain and order supplies.Responsible for ProCard monthly purchases and reconciliation for all procard holders in the Counseling Center.Prepare annual and quarterly budget for stateside and fee funds.Process requisitions, direct pays, petty cash reimbursement, and additional financial forms.Process and submit Travel Authorizations and Travel Expense Claims.Submit monthly department contract service invoices.Titanium Administrator/SupportServe as support for Titanium, the Center's electronic record keeping program, and coordinate with Information Technology Services to assure security of program, troubleshooting, and server issues as needed.Generate monthly reports using Titanium Software.Generate reports for data tracking including no show rates, usage, case load, and information as requested.Update Titanium software to improve and modernize student communication.Process student intake forms in Titanium and scan documents into student files.REQUIRED QUALIFICATIONS:EDUCATION & EXPERIENCE –High school diploma or GED and four (4 years) of recent (within seven years) administrative support experience.SKILLS, KNOWLEDGE & ABILITIES (SKA's) –Regular and reliable attendance is required.Experience to be fully functional in all technical aspects of work assignments.Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.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.Working knowledge of budget policies and procedures.Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.Ability to draft and compose correspondence and standard reports.Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.Thorough knowledge of English grammar, spelling and punctuation.Ability to interpret, communicate and apply policies and procedures.Ability to maintain a high degree of confidentiality.Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.Working knowledge of or ability to quickly learn University infrastructure.Participate in Counseling Center outreach, programming and on campus events as necessary. Must be willing to travel and attend training programs off-site for occasional professional development.Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.PREFERRED QUALIFICATIONS:Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.PHYSICAL DEMANDS:LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.ENVIRONMENTAL FACTORS:N/ASPECIAL CONDITIONS:SCREENING:Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION:It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.BACKGROUND CHECK:Satisfactory completion of a background check (including a criminal records check) 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.SENSITIVE POSITION:Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.MANDATED REPORTER:Limited: The person holding this position is considered a limited 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. GENERAL INFORMATION:It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.EEO STATEMENT:California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.