Assistant to the Dean of Students

California State University - California

Full-time | Part-time
Campus:
Humboldt
Job ID: 19-40

Job Title:
Assistant to the Dean of Students

Appointment Type:
Probationary

Time Base:
Full-Time

Date Posted:May 24, 2019 Closing Date:
June 7, 2019

Benefits Link:
CSUEU (Unit 2, 5, 7, 9)

Link to Apply Online:
https://hraps.humboldt.edu/staff-employment

Campus Employment Homepage:
http://www.humboldt.edu/jobs

Description:
(Job #19-40) Administrative Support Coordinator I, Assistant to the Dean of Students, $2,846-4,998/month. Appointments are typically made at the beginning of the salary range. This is a full-time, benefited, 12-month pay plan, permanent position with a one-year probationary period in the Dean of Students Office.

Position Summary: Under the general supervision of the Dean of Students (DoS), the Administrative Support Coordinator (ASC) is responsible for providing full-time administrative support to the Dean of Students, Assistant Dean of Students for Rights & Responsibilities, CARE Services Coordinator, and CARE Case Manager. Responsibilities include clerical and budget management support. The DoS ASC also provides back-up administrative support for the Director of Student Life, the Clubs Coordinator, and YES Coordinator, as well as advising and backs-up responsibility for the ASCs in Student Life / Clubs & Activities and Youth Educational Services.

Duties: This position oversees a wide range of administrative, operational, and procedural issues such as coordinating multiple large and complex projects; performing and supervising a wide variety of projects, programs and events; serving on Division and University committees as assigned; performing and assisting with research and analysis of project related data as needed. The incumbent is lead and point person for the use of Maxient software, supporting DoS and Housing & Residential Life users in their use of this software. The DoS ASC serves as the point of contact for the Humboldt County Department of Probation, facilitating service placement and ensuring compliance for students with court ordered community service. The incumbent coordinates with University Police Department regarding various student issues and Clery compliance. Specific duties include:

Administrative Support
  • Receives and composes sensitive correspondence and other communications
  • Supports and coordinates general office activities and provides all reception services including receiving a wide variety of visitors
  • Maintains paper and electronic filing systems
  • Arranges and calendars meetings and events for the Dean of Students, Assistant Dean of Students, CARE Team (Coordinator and Case Manager); assists with travel arrangements
Confidential Personnel & Student Support
  • Processes sensitive and highly confidential information
  • Provides work direction and guidance to others
  • Makes recommendations on employee staffing issues
  • Works directly with and regarding students in crises and with appropriate staff, faculty and administrators for catastrophic or medical withdrawals, student absences (including reports of missing students), community disasters, or death; places and releases holds on student records, providing student conduct verification and community service placements
  • Trains other employees
  • Develops and composes confidential correspondence regarding high level sensitive issues.
  • Monitors DoS & SRR cases for FERPA compliance; places students with community service, works with community service supervisor to ensure students are in compliance with terms, coordinates with students to submit time-sheets to the county for community service.
Budgetary/Purchasing Support
  • Processes personnel documents including payment of invoices and reimbursements work requests and other; makes purchases for the department, performs budget reconciliation and reporting using OBI and Excel spreadsheets.
  • Makes budget projections.
  • Authorizes budget transfers.
  • Provides guidance and advice to budget personnel for the offices of the direct reports of the Dean of Students.
Programming/Projects
  • Provides for planning, logistics, and execution for the Outstanding Student Awards.
  • Assists with Clery reporting and compliance processes.
  • Provides for planning, logistics, and execution for additional Dean of Students or Student Rights & Responsibilities programming and projects as they are developed; as well as coordinating with other departments on other campus events as needed (Welcome Home to Humboldt, Humboldt Orientation Program, Homecoming, etc).
Minimum Qualifications: Completion of a high school program, technical/vocational program, or their equivalents combined with two years of related office work experience that has provided the applicant with the knowledge, skills, and abilities listed below.

Required Knowledge, Skills, and Abilities:
Thorough Knowledge of:
  • Applicable university infrastructure, policies, and procedures (detailed)
  • English grammar, punctuation, and spelling
  • Office systems and ability to use a broader range of technology, systems, and packages
Working Knowledge of:
  • Budget policies and procedures
Skills:
  • Advanced organizational skills
  • Self-motivated, detail-oriented and reliable
Ability to:
  • Independently handle multiple work unit priorities and projects
  • Adjust priorities to changing needs and to complete projects accordingly
  • Prioritize incoming situations and communications, and redirect them to the appropriate personnel as needed
  • Apply independently a wide variety of policies and procedures where specific guidelines may not exist
  • Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
  • Draft and compose correspondence and standard reports
  • Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
  • Communicate with diverse communities, and in establishing and maintaining cooperative working relationships
  • Set and modify priorities according to changing needs in a fast-paced, dynamic office and complete tasks independently
  • Maintain a calm demeanor despite high stress situations and interactions
  • Work in a highly confidential work environment, maintain a high degree of confidentiality, exercise good judgment and use discretion appropriately
  • Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
  • Use negotiation and persuasion skills to achieve results and expedite projects
Preferred Qualifications:
  • Five years of progressively responsible administrative clerical support work experience
Application Procedure: To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):

  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references
  • HSU Employment History Form (HSU Employment History Form: https://forms.humboldt.edu/employment-history-form)
CLICK HERE TO APPLY NOW: http://apply.interfolio.com/63622

(NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).

Application Deadline: The deadline to submit application materials is 11:59 p.m. on Friday, June 7, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to careers@humboldt.edu that includes the job number (19-40) and applicant’s last name in the subject line of the message.

HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education-or activities only part of which are qualifying-will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus.
Class Code: 1035
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily before any candidate can be offered a position with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Publication Date: May 24, 2019
Humboldt State University is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.
Humboldt State University is a Title IX/Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.
Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.