Academic Office Coordinator
SF State University
San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing firstname.lastname@example.org.
San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be 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 may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
This is a one year probationary position.
Monday to Friday; 8 a.m. to 5 p.m.
Anticipated Hiring Range*
$4,200.00 - $4,500.00 Per Month ($50,400.00 - $54,000.00 Annually)
Salary is commensurate with experience.
In consultation with Department Chair, develops school operational policies/procedures and deadlines and monitors adherence to same. Monitors day-to-day operation and services provided to students in the school office. Exercises independent judgment is resolving day-to-day problems and discretion in dealing with sensitive issues. Serves as resource for faculty, staff, and students on a wide variety of school, college and university policies.
Office Management and General Administrative Support
Provide support to HRTP and Search Committees.
Class Schedule and Curriculum
Prepare class schedule information provided by faculty and chair for timely submission to the administration. Make appropriate classroom assignments and identifies scheduling conflicts, in terms of facilities, individual faculty schedules and course rotation, etc. Assure accuracy of footnotes, block scheduling codes, print codes, restrictive scheduling codes, cross listing of courses, etc. Enter schedule information into campus computer system (OSB). Monitor for accuracy. Prepare schedule change forms as necessary. Oversee processing of lecturer and graduate assistant appointments. Calculate lecturer time bases according to applied lesson enrollment and courses assigned. Review faculty salary spreadsheet provided by Dean's Office for accuracy.
Oversee preparation of course proposal and course action request forms, as well as Bulletin revisions.
Track expenditures and account balances, using Finance Reporting System. Provide info to Department Chair on a regular basis. In consultation with Department Chair, prepare budget projections for the academic year in all accounts and categories. Monitor expenditures in relation to budget. Prepare all financial documents, including direct pay, travel reimbursements, honoraria, and other operating expenses.
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods normally obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
- Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
- Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
- Ability to organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Demonstrated ability to establish and maintain effective working relationships within and outside the workgroup and serve as a liaison for the organizational unit.
- Five years of related experience in an office setting.
- Must be able to work independently without direct supervision on day-to-day tasks and coordinate complex projects with other groups within the department.
- Must be able to identify innovative solutions to new problems that arise, initiating resolutions.
- Exceptional written and oral communication skills, discretion in handling confidential documents and matters, comfortable balancing multiple priorities, excellent organizational skills in order to accomplish many changing tasks, strong analytical skills for making independent and sound decisions, exceptional team work ability, ability to interpret and apply college and university policies and procedures.
- Familiar with forms, policies, and procedures for student and curricular issues and special
events at SF State.
- Knowledge of Campus Solutions, BI, Data Warehouse, AcademicWorks, and other university systems or processes.
Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork.
- Effective communication across a variety of venues.
- Customer/Client Focus with an emphasis in problem solving and resolution.
- Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
- Diversity and inclusion.
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.
Must be able to use a computer for extended periods of time.
This position requires the successful completion of a background check.
Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
How To Apply
**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**
Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.
SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Open Until Filled.
Review of applications to begin March 4, 2020.
Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
San Francisco State University