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Sonoma State University
  • Position Number: 1654288
  • Location: Rohnert Park, CA
  • Position Type: Secretary and Administrative Assistants

Undergraduate Administrative Coordinator (Administrative Support Coordinator II)
Sonoma State University

Job ID: 104924
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Regular

Department Name
School of Business and Economics

Salary and Benefits
Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,115 to $3,869 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on October 22, 2019. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under general direction of the Director of Business and Operations, with additional lead work direction from the School's Senior Administrative Analyst, the Undergraduate Administrative Coordinator initiates, coordinates, and implements the administrative, programmatic, and student support needs of the Undergraduate Office in the School of Business and Economics (SBE). The incumbent provides high-level, detail-orientated administrative support to the Undergraduate front office and to faculty, staff, and students within the School.

Broadly, the incumbent: (1) works on student-centric projects, often of a sensitive and confidential nature, with broad and visible impact, often in coordination with colleagues from other departments; (2) makes recommendations related to operational and policy matters and evaluates work procedures, and interprets and applies specialized policies and procedures to student services; and (3) is accountable for the reconciliation of a range of operational and administrative problems that may require research, analysis, and ingenuity to solve.

Major duties of this position include, but are not limited to, the following:
Reception and Student Services
- Provides front line reception and student support services for the SBE Undergraduate front office and ensures office coverage during business hours.
- Responds to inquiries via email, phone, and walk-in, and provides accurate and detailed information regarding SBE programs and policies. Serves as point of contact for students and faculty regarding program requirements and deadlines.
- In the absence of Senior Administrative Analyst, coordinates the operations of the academic office and provides work direction to student assistants.

Academic Program Support
- Provides administrative support for Academic Advisor: schedules student appointments, maintains and audit advisor's calendar, assists with LoboConnect processes; provides customer service to students looking to meet with the advisor; coordinates advising workshops and student orientations; and provides support with clerical tasks such as data-entry, form processing, and student record maintenance.
- Maintains Student and Advisor plans, sub plans, and advisor assignments.
- Provides administrative support for Associate Dean and Department Chairs, including scheduling or appointments, filing, organization of reports, and collection and management of data.
- Attends department meetings and produces detailed meeting minutes as needed,
- Maintains Undergraduate Student (status) lists/logs and facilitates the processing of Change of Status forms and Graduation Applications.
- Processes documents and communicates with students regarding the Computer Competency requirement.
- Ensures the effective input of student group loads in PeopleSoft.
- Coordinates the preparation and mailing of the Dean's and Honor's list letters and administers the distribution of awards.

Faculty-Related Processes
- Coordinates gift bag and parking requests for faculty guest speakers.
- Updates and distributes faculty information letters (in reference to schedules, office hours, policy reminders, and general information) and departmental contact lists/directories.
- Ensures all faculty have necessary materials each term, including office name plates and business cards; serves as the primary contact for Campus Prints.
- Coordinates administrative processes related to faculty tenure and promotion, and works with Academic Affairs to advise Senior Staff and RTP committees.
- Coordinates Department and School-wide faculty elections.
- Collects syllabi from all faculty each semester and organizes electronic and hard copies; coordinates the collection and posting of office hours from all faculty each semester.

General Office Administration
- Orders office supplies and materials and makes other purchases for the School as needed; serves as a back-up for Financial Analyst in areas of purchasing and reimbursements.
- Coordinates with the purchasing department, campus IT, and external vendors to facilitate purchases and ensures the accuracy and appropriate use of purchasing cards.
- Updates and maintains the School's online content, including websites and google drives.
- Works with the Marketing Department to update and maintain the Undergraduate Program website.
- Maintains and updates office PowerPoint slide presentations, SBE bulletin boards, and office materials, including forms and other student-facing documents; ensures departmental and student files are created and maintained properly.
- Coordinates SBE listserves and faculty email lists.
- Coordinates mail distribution and mail services for the School, including mailbox assignments.
- Prepares key request forms for faculty, staff, and students.
- Serves as back up attendance and payroll clerk.

Performs other secondary duties as assigned.

Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. Your specific start time is determined by your Appropriate Administrator. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator.

This position requires, with or without reasonable accommodations, the ability to frequently sit, move or stand for office and/or event functions, be at a computer for 6-8 hours/day, occasionally reach with hands and arms, climb or balance, stoop and kneel and lift objects of up to 20 lbs in weight.

This position requires a high school degree or technical/vocational program degree, and a minimum of two to three years administrative work experience involving program administration and/or an equivalent combination of education and experience involving study, analysis, and/or evaluation leading to the development of improvement of administrative policies, procedures, practices, or programs. Some college or a bachelor's degree is preferred. Knowledge of academic degree programs and requirements, including Business Administration and Economics undergraduate degree programs and requirements is also strongly preferred. Intermediate proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel) required. Knowledge of Google Suite, PeopleSoft, and LoboConnect highly preferred.

The incumbent must have the ability to learn, interpret, and apply a variety of complex policies and procedures; demonstrate the ability to maintain accurate records with a high level of attention to detail; ability to independently handle large, multiple work unit priorities, projects, and meet critical, cyclical deadlines in a timely manner; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. The incumbent must have the ability to work effectively both independently and as part of a team; solve problems using reasoning and judgment to develop practical, thorough, and creative solutions; prioritize multiple tasks to meet changing priorities; use negotiation and persuasion skills to achieve results and expedite projects; perform business math, analyze budgetary data and limited math analysis, and make projections requiring some inference; be detail-oriented and possess strong organizational skills; exercise discretion when handling interpersonal situations and matters of a confidential nature; and possess experience responding with sensitivity to individuals from diverse backgrounds.

The incumbent must be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations. The incumbent may be required to meet the standards of the University Conflict of Interest policy if performing purchasing with a University credit card.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources ( | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University is an 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, or protected veteran 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.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at; Annual Campus Housing Fire Safety Report is available at

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928

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