Full-time position available on or after April 3, 2023 for College of the Arts, Humanities and Social Sciences.
- Position Summary
- (Classified as: Administrative Support Coordinator I)
Under the general supervision of the Associate Dean for the College of the Arts, Humanities and Social Sciences and working in routine consultation with the College Analyst, the incumbent will provide event/outreach-related support to the Agriculture and the Pre-Law programs and Legal Aid Clinic. The incumbent’s time will be split 50-50 between support for Agriculture and support for Pre-Law and Legal Aid. Responsibilities serving the Agriculture program center on providing support for co-curricular operations and field experiences promoting student learning and a broad scope of community outreach events and activities promoting the Agriculture program. Support for Pre-Law and Legal Aid will focus on co-curricular activities and operations that broaden student learning, expand career pathways and provide legal assistance. This position requires an individual capable of performing administrative and clerical duties at the highest level of quality within the context of an extensive range of diverse responsibilities, multiple priorities, important deadlines, and highly visible results.
- Job Duties
- Duties include but are not limited to:
Experience: Several years of related office work experience.
- Provide administrative support for field-based and grant supported activities central to the Agriculture program by making site arrangements, ordering supplies, initiating web publication/promotion, managing safety-training documentation, and contributing to follow-up reporting.
- Coordinate production of the Agriculture Newsletter.
- Prepare Concur requests and safety and risk management documents required for student travel, field trips, internships and various field placements associated with the Agriculture program.
- Prepare electronic files for new student orientation (NSO) academic advising appointments for incoming first-time freshmen and transfer students. Put together packets for each student when NSO is in person.
- Prepare and schedule faculty advising appointments for students in Agriculture.
- Support advising faculty with dissemination of materials and the removal of academic holds when necessary.
- Maintain an organized and professional office environment.
- Update annual graduation survey for Agriculture program and maintain the Agriculture program’s current alumni list for mail distribution and follow-up contact.
- Assist with the hiring, timekeeping and oversight of student assistants working for Agriculture.
- Communicate and provide program information to prospective students and parents and direct inquiries to appropriate offices or people.
- Compile and prepare various reports, including recruitment, admission and enrollment.
- Make purchases using ProCard and other financial processes; give monthly pcard statements/receipts that include purchases for Agriculture to the budget coordinator.
- Assist faculty with necessary paperwork, parking permits, etc., for guests and visitors to Agriculture.
- Develop materials and coordinate schedules for appointments serving the recruitment of new students. Organize the space and booth requirements for off-campus professional outreach events supporting the Agriculture program.
- Prepare documents in support of promotional efforts serving the Agriculture Program’s fundraising activities, community engagement, and sponsored events.
- Provide support for the Agriculture Industry Advisory Board’s monthly meetings, including arrangements, minutes and follow-up reminders.
- Prepare documentation, safety and risk management paperwork for Agriculture student/faculty field excursions.
- Provide administrative support and prepare documents for various outreach events including seminars, workshops, symposiums, sustainable garden tours, etc. Includes preparing forms for guest speakers, space rentals, advertising through the University Communications Office and other sources as requested, creating flyers, organizing hospitality, technology and other needs.
- Maintain program bulletin boards by regularly updating with current information.
- Maintain website, regularly reviewing to ensure all data is current and faculty/staff & office hours for each semester are up to date.
- Provide administrative support for periodic bulletins serving Agriculture.
- Prepare, compile, document and direct inquiries and information regarding internship placement opportunities, summer internship site visits associated with AGST 4940, etc.
- Provide administrative support for summer outreach activities in support of Agriculture program recruitment, preparation and distribution of New Student Orientation (NSO) materials and information materials pertaining to special events and workshops.
- Provide event/activity/outreach-based administrative support to the director of the Pre-Law program (including the pre-law minor and all pre-law advising).
- Communicate and provide program information to prospective students and parents; direct inquiries to appropriate offices or individuals.
- Prepare Concur requests, registration materials and safety and risk management documents for all pre-law program activities and events, including student travel, field trips, field placements and Moot Court activities.
- Assist with parking permits and required paperwork for guests and visitors.
- Provide administrative support and prepare documents for various outreach events including meetings, seminars, workshops, symposiums, etc. Includes preparing forms for guest speakers, space rentals, advertising through University Communications and other sources as requested, creating flyers, organizing hospitality, technology and other needs.
- Prepare, compile, document and direct inquiries and information regarding Court Observer placements and site visits, law school visits, research practicums and grant proposal development supporting the Pre-Law program.
- Maintain the Pre-Law mailing list.
- Maintain a database with the names of law school admissions directors for all California and selected national law schools, and periodically request and display promotional/information materials.
- Maintain program bulletin boards and information websites and regularly update with current information.
- Coordinate the production of periodic bulletins serving Pre-Law programming.
- Provide administrative support to the director of the Legal Aid Clinic.
- Assist with the hiring, timekeeping and oversight of student assistants.
- Assist with necessary paperwork and parking permits for guests and visitors.
- Schedule client appointments and interviews.
- Contribute to completion of client expungement packets prepared by students, the director, and affiliated attorneys (review forms for errors, assemble all documents, obtain required signatures).
- Serve and file court documents prepared by the director and students - in person, via mail or virtually.
- Contact city and county offices to obtain police reports requested by the director.
- Contact city, county, and state offices to obtain records of court debt requested by the director.
- Review and maintain client files in a strictly confidential manner.
- Contribute to building strong relationships with relevant constituents (DA, Public Defenders Office, Police, etc.), including other legal aid providers in the Central Valley.
- Other duties as assigned.
- Minimum Qualifications
- Education: Completion of a high school program, technical/vocational program, or their equivalents.
- Preferred Qualifications
- Previous related administrative support experience in an academic department.
- Demonstrated paralegal experience.
- Demonstrated ability to plan and organize meetings, events, and recruitment and outreach activities.
- Excellent proofreading skills and attention to detail.
- Strong organizational and time management skills.
- Excellent interpersonal and communication skills in working with a broad range of people from diverse populations.
- Demonstrated ability to consistently maintain confidentiality.
- Experience with agricultural stakeholders.
- English and Spanish proficiency.
Clery Act Disclosure
- Knowledge, Skills, Abilities
Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
- Experience to be fully functional in all technical aspects of work assignments.
- Ability to understand and operate in a variety of organizational structures.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
- Ability to use and quickly learn new office support technology systems and software packages.
- 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.
- Special Conditions
- 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: https://calstate.policystat.com/policy/9779821/latest/
- Salary Range
- Anticipated salary will be $3,505 - $3,856 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full ASC I range: $3,505 - $5,508 per month)
- Compensation & Benefits
- Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary
- How to Apply
- To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
- Application Deadline
- MARCH 16, 2023
- Criminal Background Clearance Notice
- Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
- Additional Information
- Campus & Area California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.Equal Employment Opportunity
The university 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. All qualified individuals are encouraged to apply. The person holding this position is 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, revised 7/21/17, as a condition of employment.
Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
- The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
Closing Date/Time: March 16, 2023