Academic Office Coordinator Administrative Analyst/Specialist Exempt I - English Language and Literature Department 511083

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Job Description
Description:
Working Title
Academic Office Coordinator (AOC)
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 ****.
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
English Language and Literature
Appointment Type
This is a one-year probationary position.
Time Base
Full-Time (1.0)
Work Schedule
Monday - Friday 8:00am - 5:00pm
Anticipated Hiring Range
$4,600.00 - $5,109.00 Per Month ($55,200.00 - $61,308.00 Annually)
Salary is commensurate with experience.
Position Summary
Under the direction of the Department Chair, the AOC oversees the day to day operations of the English Language and Literature Department. Incumbent expedites operations necessary to run a large, complex, and diverse academic department, coordinating multiple complex projects with broad impact across the college and the university.
Position Information
Department Schedule Planning, Business & Fiscal Operations:
In consultation with the department Chair and Associate Dean, Chair constructs and maintains Fall, Spring, and Summer schedules of 350-400 sections per semester for approximately 130 faculty members according to CBA practices, incumbent inputs schedule into CS and updates as directed by Chair;
Independently oversees processes and addresses problems, finding workable solutions;
Lead analyst for enrollment data management, FTES target analysis, and historical enrollment information
Maintains lecturer information and personnel files
Monitors department funds including UCORP, Trust accounts, and a yearly operating budget for the department.
Processes all payments and reimbursements of department expenses. Processes all honoraria paid out of department funds.
Holds the department procurement card and is responsible for producing monthly spending report to College Financial Officer.
Deposits and records all incoming checks to be deposited into department accounts i.e. scholarship checks, royalty deposits, etc.
Monitors, tracks and makes recommendations to Chair or appropriate committee on the spending for special
projects, one-time budgets and annual budgetary projections for current and future fiscal years.
Assistant to the Chair:
Assists the chair with all administrative tasks, analyses, reporting, problem solving and decision-making.
Researches and interprets University policies and procedures and informs Chair.
Anticipates and identifies issues and problems in all areas of department operations.
Establishes department deadlines consistent with those of the College of Liberal & Creative Arts and the University.
Attends and participates in department meetings as well as English Advisory Board meetings and produces the minutes for those events for faculty reference.
Administrative and Office Operations:
Research, analysis and makes recommendations regarding the processes of department committees.
Facilitates processes for hiring of new tenure-track faculty; Coordinates travel, accommodations, and daily itinerary for on-campus visits.
Maintains departmental calendars and helps develop meeting agendas.
Is the main point of contact for all faculty for travel to academic conferences; Works with the faculty to adhere to guidelines set by the College of Liberal & Creative Arts, Faculty Affairs, UCORP, and ORSP to receive permission to travel; may advise faculty on how to assemble documents for Concur for travel reimbursement.
Tracks retention, tenure, promotion, and post-tenure reviews of all eligible faculty and updates Chair and RTP Committee of statuses and deadlines accordingly.
Works with Chair on lecturer hiring, range elevation policies, procedures, deadlines and time bases; responsible for new and reappointment ETRAC transactions for lecturers and Graduate Teaching Associates.
Coordinates lecturer hiring, resignation, and retirement information with the Writing Program Coordinator.
Oversees the daily operations of the department office.
Department liaison with College office for staff hiring.
Acts as a lead for all department events and activities including, commencement, annual department conference, department meeting and career events; this may including working with College Events team.
Coordinates communication among department staff.
Arranges meetings, identifies issues for follow• up, implements resolutions.
Advises the Chair when annual evaluations for permanent staff and periodic evaluations for probationary/temporary staff are due.
Other duties as assigned.
Minimum Qualifications
Requires general knowledge and skills in the applicable administrative and/or program field with a
foundational knowledge of public administration principles, practices, and methods. This foundation
would normally be 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 and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
Working knowledge of operational and fiscal analysis and techniques.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
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 anticipate problems and address them proactively.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to train others on new skills and procedures and provide lead work direction.
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.
Employment Requirement
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 ****
CSUEU Position
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.
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.
Closing Date/Time: Open until filled
Job Address
San Francisco
California
94132
United States
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