Academic Office Coordinator - (Administrative Analyst/Specialist Exempt I) - Graduate College Of Education

Working Title
Academic Office Coordinator
SF StateUniversity
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 ******.

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.
Department
Department of Secondary Education
Appointment Type
This is a one-year temporary appointment. This Temporary appointment can be concluded prior to the stated temporary appointment end date, normally with a two-week notice period.
Time Base
Full Time (1.0 FTE)
Work Schedule
Monday - Friday: 8:00 am to 5:00 pm
Anticipated Hiring Range
$5,200.00 Per Month
Position Summary
The Academic Office Coordinator (AOC) reports to the Chair of the Secondary Education Department (SED) and works to effectively and efficiently to administer day-to-day operations, maintenance, and planning of departmental goals and objectives. The AOC provides lead work direction for student assistants and coordinates operations and technical support for a Department dedicated to the preparation and Professional Development of Secondary/Middle and High School teachers. The SED AOC has a high degree of responsibility, operates issues of a confidential nature, has a thorough knowledge of campus and department policies and procedures, identifies deviations from applicable policies and procedures, and makes recommendations for changes in procedures. The AOC interprets, organizes, and presents information to potential applicants, teacher candidates, and MA students and trains others in relevant procedures that directly impact students and faculty. The AOC works with the department Chair in the review and evaluation of relevant data that impact the coordination of programs.
The AOC sets work standards for the Department office, takes initiative, and independently plans, organizes, coordinates, and performs work in myriad situations where numerous and diverse demands are involved. The AOC independently interprets a variety of complex organizational policies and procedures, uses initiative and judgment in analyzing information, and determines a course of action with the specifications of standard practice and established procedures to meet the operations, budgetary and personnel needs, and program goals for the department. The AOC is responsible for the department budget analysis and projection, enrollment data analysis, academic schedule planning, and making recommendations to the Department Chair regarding strategic choices and appropriate timing for department investment of resources.
The AOC responsibilities also include (a) organization of admissions and enrollment processes of teacher candidates in the Single Subject Teaching Credential Program in the Graduate College of Education, the Administrative Services for the Joint EED/SED MA program in Curriculum and Instruction; (b) the hiring process for lecturer faculty, T/TT faculty, and student assistants; (c) departmental administrative tasks related to TT faculty position searches; (d) co-coordinating, with the Department Chair special projects and events for the Department, including the annual single subject credential ceremony, information sessions, and other outreach events.
Position Information
Student Recruitment & Admissions
Work with the Office of Graduate Studies, the GCOE Credentials and Graduate Services Office, the Registrar's Office, the Financial Aid Office, and other campus units to recruit and admit students into the Single Subject Credential Program, MA in Curriculum & Instruction.
Oversee coordination of new candidate interviews, orientations, and communication.
Plan, schedule, and promote information sessions for recruitment to the various Secondary Education graduate programs.
Assist the department chair and faculty in recruiting prospective students, providing one-on-one assistance with the program application submission process.

Departmental Fiscal and Budget Management
Analyze department financial accounts for revenue and cost analysis and budget allocations.
Advise Chair on budget, and make recommendations on revenues and expenditures.
Provide budget spreadsheets and analysis to the department chair (general fund, reimbursed release time) for program scheduling and faculty teaching assignment decisions. Serve as the main fiscal and budget representative for the department to the College Fiscal Office.
Maintain and analyze audit records of monthly CFS data warehouse reports of allocation and expenditures across funds identified for use in the Department, including SFCMP, and UCORP.
Compile spreadsheets to facilitate departmental instructional and operational allocations.
Prepare, process, and reconcile all fiscal transactions, supplies & services, honoraria, equipment, and miscellaneous expenses of all funds within the Department, including but not limited to general funds and trusts (IDC, faculty program trusts, and UCORP funding).
Assist the department chair in managing the instructional budget for the Department, including faculty reimbursement release time, grant reimbursement, and other faculty buy-outs.
Initiate and Coordinate procurement requests on behalf of faculty and staff, within the guidelines for P-Card, procurement, and travel.
With the Department Chair, manage the operational and instructional allocations related to student enrollment, class scheduling decisions, and faculty teaching appointments.
Monitor and maintain a record of all research-related expenditures to assist the GCOE Fiscal Office with annual NSF reporting.
Attend university and college trainings regarding all College and SFSU fiscal policies, procedures, and regulations, and share this information with faculty and the department chair to support compliance.
Prepare or support faculty in preparing reimbursement documents, Concur Travel Requests, hospitality reimbursement, and other state business reimbursements.
Audit all fiscal and financial documents before obtaining the Department Chair's approval.

Hiring/Personnel Administration
Prepare and submit department personnel transactions and documents via the enterprise resource planning (ERP) system/ Pageup throughout the year including but not limited to lecturer faculty (Fall, Spring, and Summer), independent contractors, special consultants, teaching assistants, graduate assistants, students, and additional employment payments using appropriate position numbers and funding.
Coordinate hiring paperwork and/ or background checks for all new hires, including but not limited to lecturer faculty, independent contractors, special consultants, teaching assistants, student assistants, graduate assistants, etc.
Collect and maintain the record of part-time faculty evaluations for the department.
Assist the department chair with downloading and storing faculty teaching effectiveness evaluation data (SETE).
Prepare and submit temporary faculty appointments for ETRAC.
Prepare, submit, and reconcile the Department Academic Planning Database (APDB) report.
Work with the Department Chair in developing the department processes and procedures to adhere to College and university HR policies.
Coordinate departmental administrative aspects of new T/TT faculty searches, recruitment, and hiring, including search material coordination, dissemination, management, and maintenance; hotel reservations, travel plans, and ground transportation; organize luncheons; arrange room reservations for meetings and candidates' presentations; processing of travel claim reimbursements.
Orient lecturers and visitors about department procedures through orientation manuals and guides.
Order and maintain inventory of keys issued to department faculty and staff, in collaboration with the Building Coordinator.
Provide faculty with annual balances of internal SFSU grants.
Audit, obtain approval, submit student assistants' vouchers, and keep track of student assistant and work-study budget allocation.
Interview and make all hiring decisions for student assistants; orient student assistants to university/department policies, and verify and approve Report Time hours.

Office Operation Management
Manage day-to-day office operations, including but not limited to mail distribution, department material assets and equipment, instructional support, administrative support, and student communication.
Purchase and maintain inventory of all equipment and supplies, creating requisitions handling monthly procurement reviews, and producing monthly reports related to purchasing; participate in the annual physical inventory audit.
Maintain and oversee the department record-keeping system in compliance with the CSU record retention and confidential data policy.
Coordinate with the Building Coordinator for classroom and office renovation and relocation; submit facilities and telephone service requests to the Building Manager.
Manage the BH room schedule for the department and monitor the utilization rate of the department-controlled classrooms, offices, and other specialty spaces.
Create unit manuals and training guides for Department faculty and staff.
Facilitate Independent department chair and committee elections via Qualtrics.
Attend Department faculty meetings and take succinct meeting minutes.
Identify and provide critical notices to faculty, students, and the public about events, procedures, policies, and deadlines.
Review and process student petitions for department approval; troubleshoot academic complaints.
Maintain departmental Xerox machine including monitoring copy allocations.

Scheduling/Enrollment Management (10%)
Collaborate with Department Chair to coordinate, develop, and build the academic schedule, and assign classroom spaces accordingly; upload course schedule to Campus Solutions.
Coordinate with program coordinators/ Chair for assigning student teaching supervision and implement data into APDB; provide the framework to track enrollment updates.
Manage student enrollment issues, permission numbers, classroom relocation, and course cancellation.
Troubleshoot CS scheduling problems, and resolve issues related to classrooms.
Generate curriculum updates and SFSU bulletin changes when requested by the Department Chair.

Event Management and Planning
Coordinate special projects and events for the Department, graduate recognition ceremonies, open houses, information sessions, New Student Orientations, and other outreach events.
Co-host and organize meetings and provide training sessions for the Department faculty and staff.
CCTC Accreditation-Assist the department chair and faculty with preparation for accreditation visits; assist with coordinating accreditation site team visits.
Assist the department chair with planning and scheduling external reviews.

Other duties as assigned

Minimum Qualifications
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.
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
Thorough knowledge of policies, procedures, practices, and outside regulations pertaining to the applicable program and/or administrative specialty.
Basic knowledge of and ability to apply fundamental concepts.
Working knowledge of operational and fiscal analysis and techniques.
Working knowledge of budget policies and procedures.
Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
Skill in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Expertise in investigating and analyzing problems with a broad administrative impact and implications.
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.
Ability to analyze data and make accurate projections using basic statistical techniques.
Ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to compile, write, and present reports related to program or administrative specialty.
Ability to organize and plan work and projects including handling multiple priorities.
Ability to anticipate problems and address them proactively.
Ability to make independent decisions and exercise sound judgment.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications
Ability to work independently on varied or specialized administrative and analytical duties, follow through on assignments with minimal direction, and handle sensitive and confidential matters.
Knowledge of CSU policies, procedures, and guidelines, including specific campus procedures, to interpret inquiries and requests to formulate appropriate actions or responses. The use of sound judgment and discretion to analyze and address problems, interpret and apply theories and principles, and develop and recommend alternatives and best courses of action.
Ingenuity in determining methods to achieve programmatic goals, and develop and implement program policies required.
Experience researching and analyzing information using skills to think logically and identify anomalies, trends, and potentially invalid data.
4-6 years of administrative work experience involving study, analysis, and or evaluation leading to utilization, interpretation, and dissemination of administrative policies, procedures, practices, and programs.
Ability to understand and analyze complex problems from a future-oriented and broad interactive, perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
Ability to provide training to administrative staff and provide lead work direction; work with others at all levels within the organization; act as a representative to outside contacts; and take initiative and independently perform work in a fast-working environment.
Working knowledge of various software tools including Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Illustrator, Photoshop, and Box for file management. Knowledge of campus systems: FMS, HRMS, PageUp, Campus Solutions, Navigator, and Footprints.
Familiar with CSU and SFSU policies and procedures. Ability to anticipate workload needs, and proactively prioritize needed actions based upon unit priorities and management's objectives.

Pre-Employment Requirements
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.
Benefits
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 employee.
CSUEU Position (For CSUEU Positions Only)
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
Additional Information
SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.
CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to ******.
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.
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.