CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,864 - $4,300

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,072

PAY BASIS: Monthly

BENEFITS:  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.

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

POSITION PURPOSE: The Division of Extended Education & Global Outreach (EEGO), and the Professional & Continuing Education (PaCE) unit offers a wide range of educational opportunities which include noncredit certificate programs, test preparation courses, continuing education courses, corporate training, contract credit, workshops, Open University, Winter Session, and special projects/grants. The PaCE unit also administers the CSUB Summer Session program.

The PaCE Coordinator, under the general supervision of the PaCE Director, performs a full range of administrative support functions for the PaCE unit. The Coordinator assists with course creation in Peoplesoft, communicates with instructors regarding scheduling of classes, and communicates with students regarding admission, registration, payment, and general programmatic information. The Coordinator plans information meetings, orientations, events, assists with the day-to-day administrative operations of the department, and works to ensure all office needs are fulfilled. Occasional evenings and weekends are required.

DUTIES & RESPONSIBILITIES:

Student Communications & Assistance

• Answer and respond to admission, registration, and program inquiries by providing routine information about the application process, including deadlines, required documents, and eligibility criteria.
• Communicate with the Department of Rehabilitation, Employers Training Resource, and other third-party vendors regarding student registration, program completion, and payment issues.
  • Facilitate the registration process by providing necessary documentation and information to third-party vendors.
  • Communicate student’s progress and completion status to third-party vendors.
• Ensure the accuracy and completeness of the PaCE unit’s website and all print materials by verifying information and coordinating with relevant departments to maintain consistency and quality.
• Coordinate with the department to operate the EEGO golf cart to facilitate the transportation of students, guests, and other visitors around the campus.

Course Scheduling

• Create course schedule for each term.
• Communicate with program coordinators and instructors to confirm availability, course modality, required course materials, place book orders, confirm student enrollments, and assist with grade posting, ensuring alignment with academic calendars and program requirements.
• Assist the registrar with course number creation and grade posting, ensuring they are correctly assigned, and by verifying the accuracy of submitted grades and resolving any discrepancies.

Event Planning

• Identify, secure appropriate event venues, and coordinate logistics with on- and off-campus vendors for catering services.
• Communicate with all stakeholders regarding event information, coordinate RSVP collection, and address any general inquires.
• Work with Marketing Director regarding print collateral for events; providing specific details, costs, deadlines.

Outreach

• Work with Marketing Director to assist with marketing materials for tabling events, information meetings, orientations, and completion events.
• Attend tabling events, representing PaCE to prospective students and providing accurate information regarding the PaCE program, costs, and requirements.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High School Diploma or GED and four (4) years of recent (within seven years) administrative support experience.

LICENSES – Possession of a valid driver’s license or the ability to obtain by date of hire.

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 broader range of technology, systems and packages,
• Ability to independently handle multiple work unit priorities and projects.
• 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 handle effectively a broader range of interpersonal contacts, including those at a higher level 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.
• 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, policies and procedures. 

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL 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: Not Mandated.

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.