Position Summary

Full-time position available on or after July 15, 2023 for the Kinesiology and Public Health department.

Under the direction of the Dean of the College of Education, Kinesiology & Social Work, and the day-to-day direction of the Department Chair, the Administrative Support Coordinator II is responsible for providing administrative support to the department chair, faculty, and students. The incumbent is responsible for the day-to-day operations of the department, coordinating special events, managing the course schedule, and managing the department's budget.

Duties include but are not limited to:

• Responsible for working independently on the day-to-day operations of the department and providing administrative support to the department chair, faculty, and students.
• Create, update, and maintain advising materials for all programs and concentrations.
• Evaluate information regarding documents, transcripts, and coursework requirements to incoming and continuing students.
• Coordinate with the evaluators and the Academic Success Center assisting in communicating university policy, procedures, admissions, and registration.
• Lead in the development and maintenance of the computerized databases to track student progress, advisor data, GPA, and academic standing for general department evaluation and consideration for outstanding student awards and honor societies.
• Develop and maintain student database including major email lists.
• Coordinate and schedule department meetings; record meeting minutes.
• Lead in the maintenance of the confidential personnel files for department faculty, staff, and student assistants.
• Lead in maintaining confidential undergraduate and alumni files to facilitate advising on specific program requirements.
• Obtain transcripts and graduation records, process degree changes, and lift advising holds.
• Oversee and maintain department website for accuracy.
• Compile annual program data for various accreditation agencies.
• Coordinate and assist off-campus vendors and venues.
• Oversee travel requests and claims through Concur and other university systems.
• Research department files for selection of scholarship and outstanding students.
• Read in tracking and managing the department’s budget.
• Develop, maintain, analyze, and evaluate budget data for compiling department and financial reports.
• Perform standard arithmetic functions, including tracking and comparing data.
• Provide timely budget and ProCard reports.
• Lead in submitting requisitions and direct pay for purchases.
• Coordinate and maintain inventory of department supplies; order supplies and equipment as required.
• Coordinate and maintain and track budgets for grant funds.
• Independently process all semester part-time requests for hire forms and workload reports.
• Coordinate the faculty recruitment and hiring while ensuring compliance with university policies and procedures.
• Prepare Workload Reports and Assigned Time paperwork.
• Lead the student assistant/work study CHRS hiring process. Coordinate the recruitment process which includes but is not limited to the following: advertising, creating job descriptions, reviewing applications, interviewing applicants.
• Provide lead work direction to student assistants and create work schedules.
• Provide input regarding student assistant performance to Department Chair. Input class schedule. Track classroom preferences and room requirements for specific course needs and ensure the course schedule is accurate and the proper spaces have been assigned for the department’s specialized classroom, labs, and spaces.
• Coordinate with off-campus site locations for off-campus classes. Communicate with off-campus site staff to initiate and complete a Facilities Use Agreement.
• Evaluate and track course enrollments each semester and work with the department chair to adjust course offerings; initiate proper forms documenting updates and changes along with notifying faculty and students affected by the changes.
• Coordinate with Safety and Risk Management about liability forms for classes with an activity component.
• Coordinate the course fee system, IRA, and other funds. Attend all New Student Orientations. Provide direction and guidance to incoming students on schedule building and registration process.
• Assist faculty advisors and potential students during recruitment events.
• Participate in campus events to assist faculty advisors and welcome new students.
• Coordinate advising events with local community college staff and counselors and assist transfer students with coursework and program information.
• Manage and coordinate with faculty for course field trips. Administer field trip travel and liability and ensure all paperwork is completed properly and in a timely manner.
• Coordinate department special events for the majors (e.g., Meet and Greet, Senior Awards) Maintain property control files and maintenance contracts for the Fitness Center and Exercise Science laboratory equipment.
• Coordinate with off-campus vendors for maintenance and replacement of equipment.
• Maintain department locker inventory and usage.
• Other duties as assigned.

Education: Completion of a high school program, technical/vocational program, or their equivalents.

Experience: Several years of related office work experience.

• Previous related administrative support experience in an academic setting.
• Experience with campus software programs such as PeopleSoft, PICWEB, Concur, CSUBUY, CHRS, Data Warehouse, 25Live scheduling and other program management platforms.
• Experience with maintenance of fitness and lab equipment.
• Familiar with general Human Resources processes, policies and procedures.
• Demonstrated experience in maintaining a website and developing outreach materials. Experience to be fully functional in all technical aspects of work assignments.

• Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• 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 handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.

To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.

Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

Campus & Area

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

Equal Employment Opportunity

The university 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. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:

CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE