Extended Education Program Support Specialist 22-24

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Description:
Close Date: Sunday, March 6, 2022
(Job #22-24) Administrative Support Coordinator I, Extended Education Program Support Specialist, $3,276 - $5,148. Appointments are typically made at the beginning of the salary range. This is a full-time, benefited, non-exempt, 12-month pay plan, permanent position with a one-year probationary period in the College of Extended Education & Global Engagement. This position comes with an extensive benefits package that includes comprehensive medical, dental, and vision coverage, CalPERS retirement, Fee Waiver eligibility (reduced tuition on most CSU system classes), life insurance, and voluntary pre-tax health and dependent care reimbursement accounts. Additional benefits information can be found at ****Now is an exciting time to join the College of Extended Education & Global Engagement as we transition to Cal Poly Humboldt! Cal Poly Humboldt has been named the state's third polytechnic institution and the first in Northern California. Backed by a historic state investment, we're adding in-demand new academic programs, building new facilities, and growing our enrollment. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Cal Poly Humboldt can be found at ****Please visit College of Extended Education & Global Engagement ****to see our outstanding educational programs; we value building community through learning, and learning for everyone.
Position Summary: Under the supervision of the Director of Extended Education & OLLI Programs, the Program Support Specialist provides broad support to Extended Education and OLLI staff responsible for the planning, development, and delivery of programs for the College of Extended Education & Global Engagement. The Program Support Specialist will assist the Director, Program Coordinators and faculty by coordinating course logistics, coordinating field trips, generating class rosters and distributing to faculty, ensuring that courses are evaluated, and feedback reviewed and shared, tracking course records and creating and sending certificates. The Program Support Specialist works within the CRM to support mailings and course communications with students. Primary duties include tracking course and program documents including preparing faculty contracts and tracking documents to ensure that faculty pay requests are processed.
Key Responsibilities:
Tracking Program/Course Documents
• Monitor course rosters; notify faculty of enrollments; produce preliminary and final rosters for faculty as needed; obtain final rosters from faculty to verify attendance.
• Ensure that all courses are evaluated; monitor participation, develop strategies to encourage students to complete evaluations; compile and distribute results to Coordinators, instructors and administrators as appropriate.
• Develop processes to track certificates of completion; verify completion of certificate requirements; prepare certificates for signature; record certificates in student files; send certificates to students.
• Work closely with Director and Extended Education Program Coordinator to monitor and support proposed course offerings, prepare proposals for review and routing, correspond with instructors as needed to obtain course details and additional documentation needed.
• Assist with preparation of reports and/or summarized data for Director and Program Coordinators as requested (such as number of courses, number of students enrolled, number of certificates awarded, etc.)
• Monitor professional subscriptions, memberships and licenses for CEEGE programs.
Processing & Tracking Faculty Documents
• Prepare faculty contracts based on information provided by the Director and Coordinators; track that contracts are executed and returned in a timely manner; assist with notifying new faculty to complete the hiring documents.
• Coordinate with APS/HR to generate summer session contracts; print and obtain signatures; distribute copies to faculty and APS/HR.
• Initiate faculty pay requests, matching with course rosters and agreements and insuring that they are reviewed as needed before being processed.
• Monitor and follow up on outstanding documents (agreements, rosters, pay requests and hiring documents) as needed to maintain timeliness of payments.
Support Program/Course and Field Trip Logistics
• Identify and arrange for facilities for meetings and for off-campus classes.
• Coordinate with Risk Management to secure contracts for facilities and obtain certificates of insurance, as needed.
• Coordinate field trips: gather details from faculty and notify CEEGE Registrar so that field trip releases can be generated; monitor and/or obtain release of liability forms from students; prepare and confirm vehicle requests and arrange for drivers as needed; coordinate site logistics to insure access as needed.
Customer Relations Management (CRM) Support
• Create/update mailing lists (email and postal) for various CEEGE communications for current and prospective students.
• Track returned mailings and bounced email, providing information for updates to students records as needed;
• With registration staff and program coordinators' feedback, insure students receive registration confirmations, additional course information, meeting reminders and other feedback to increase student participation.
Other duties as needed to support program offerings
Knowledge, Skills, and Abilities Associated with this Position Include: Fully functional knowledge of and skill in standard office procedures and practices as well as the ability to understand and operate in a variety of organizational structures; a thorough knowledge of English grammar, spelling and punctuation and able to clearly communicate orally and in writing; knowledge of business mathematics beyond basic arithmetic; ability to use and quickly learn new office support technology systems and software packages.
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 English grammar, punctuation and spelling; 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. Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
The successful candidate must have strong communication skills and a commitment to customer service, be proactive and self-motivated to support the diverse needs of faculty, staff and students related to initiatives within the college.
Minimum Qualifications: High school degree and equivalent to three years of related office work experience. Graduation from a four-year college or university in public or business administration or a related field is preferred.
Preferred Qualifications: College degree; two years of progressively responsible administrative and clerical experience;
experience in an academic office and educational setting with a diverse student population; working knowledge of PeopleSoft Campus Solutions, CRM (Slate), social media platforms, 25Live, Google calendar and other
Google programs, Adobe Sign, and other software used by the campus.
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
• Cal Poly Humboldt Employment History Form (Cal Poly Humboldt Employment History Form: ****NOTE: Download the Cal Poly Humboldt Employment History Form and save it as a PDF file prior to filling it out. If the form is completed in an online browser, content WILL NOT be saved).
CLICK HERE TO APPLY NOW: ****Application Deadline: The deadline to submit application materials is 11:59 p.m. on Sunday, March 6, 2022.
Any inquiries about this recruitment can be directed to **** or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.
Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.
Cal Poly Humboldt 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.
Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.
CSU requires 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 should be prepared to comply with this requirement. The systemwide policy can be found at ****and questions may be sent to ****.
Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Humboldt Annual Security Report is available at: ****CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent off of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.
Cal Poly Humboldt 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 Cal Poly Humboldt can be found at ****Cal Poly Humboldt 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. Mandated Reporting: 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.
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.
Class Code: 1035
Publication Date: February 20, 2022
Closing Date/Time: March 6, 2022
Job Address
Arcata
California
95521
United States
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