Job no: 545512
Work type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

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.
• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

REQUIRED QUALIFICATIONS

• Knowledge of University student and fiscal systems.
• Knowledge of privacy laws, faculty and staff MOUs, PTR, RTP and lecturer evaluation regulations.
• Thorough knowledge of essential bookkeeping and general office systems.
• Experience using Windows, Word, and Excel.
• Effective communication skills with a diverse population.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Knowledge of or ability to learn all degrees and options offered by the department.
• Ability to lead and delegate assignments to staff and students.
• Able to use and quickly learn new office support technology systems and software packages.
• Experience working with computers, faxing documents, scanners, copiers, and printers.
• Ability to work in a busy environment.
• Ability to work through frequent interruptions.
• Ability to moderate to heavy computer work.
• Ability to manage multiple projects with differing deadlines.

PREFERRED QUALIFICATIONS:

• Minimum of (2) two years of experience at the administrative coordinator level in a college/university level academic department office.

Administrative Lead for MATH/PSYC/STAT Hub:

• Leads work of other MATH/PSYCH/STAT Hub staff.
• Assists in the development of strategic objectives and operational methods including: analyzing workflow patterns of administrative staff and assessment of organizational changes for efficiency based on fluctuations in enrollment, work volume and work complexity; advising on formulation of policy and procedures, staffing and organizational changes; analysis or surveys to address administrative, fiscal, personnel and/or operational problems; establishment of procedures to control multiple budgets and minimize deviations from financial plans.
• Advises Chairs and Associate Dean on strategic direction from a staff point of view.
• Analyzes internal administrative functions of the Hub, including processes with travel/training, procurement, and admissions.
• Serves as the primary contact for all Hub financial inquiries.
• Develops and implements proper training programs for the staff and faculty to ensure compliance with University operational and spending policies and procedures.
• Provides support in the design and implementation of new and modified workflows, systems, procedures, methods of operation, and forms in compliance with University policies.
• Compiles materials necessary for the preparation of department budgets, reports, and program reviews.
• Establishes workspace and protocols surrounding access and maintenance of shared documentation.
• Interfaces with the College of Science and University Extension.
• Supports special initiatives for the Chairs of Mathematics, Psychology and Statistics & Biostatistics, and the Associate Dean.
• Assists with new student orientations.
• Builds and maintains positive relationships with all constituents, including co-workers.
• Attends meetings and training sessions as needed.

Administrative Support for MATH/PSYC/STAT Hub:

• Assists Chairs with obtaining course articulation information.
• Prepares attendance report and performs data entry for faculty/staff absences; submits monthly payroll requests.
• Manages tenure-track faculty searches and external visits with other administrative staff.
• Maintains temporary faculty pool.
• Keeps records on long-term contracts and electronic files on hiring.
• Prepares hiring documents and contracts including eFAFs (tenure-line faculty, lecturers, and graduate teaching assistants) and eSAFs.
• Provides information to campus and community agencies upon request.
• Serves as an on-campus liaison for students and staff.
• Assists chairs with gathering information on majors and students to inform scheduling decisions, e.g. enrollment in pre-requisite courses, students needing courses to graduate.
• Maintains and monitors the budgets of the Departments of Mathematics, Psychology, and Statistics & Biostatistics.
• Submits requisitions.
• Serves as a resource for PTR, RTP and annual review of lecturers.
• Handles financial aspects of meetings and events, production of meeting materials, and both verbal and written communication with high level professionals within and outside the University.
• Assists with the hiring of student workers as needed.
• Represents the University and the MATH/PSYC/STAT Hub at some events.