Cal State LA Careers

Front Office Coordinator

Apply now Job no: 506519
Work type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time


Job No: 506519; 11/18/2021

FRONT OFFICE COORDINATOR

Administrative Support Coordinator I
Natural and Social Sciences - Dean's Office

Salary Range: $3,064 - $5,148/Monthly

Work Schedule: Full-Time, Monday – Friday 8.00 a.m. to 5.00 p.m.; non-exempt classification. Temporary one-year appointment from date of hire; may be extended; may become permanent.

 

Essential Functions: Under the general supervision of the Resource Manager, the incumbent serves as the office coordinator for the College of Natural and Social Sciences (NSS) Dean's Office. The incumbent will: Serve as primary receptionist to the Dean's Office; receive visitors and assist or direct them to the appropriate individual for assistance; screen telephone calls and provide assistance or refer the caller to the appropriate person; ensure office coverage at all times; schedule appointments for ITCs and coordinate computer refreshes; file and maintain ITC loan agreements and property survey forms; in consultation with the College ITCs, provide alarm access codes to staff and faculty; serve as Recording Secretary for the Nominations and Elections Committee; call meetings as requested by the Dean's Assistant; attend the meeting(s), take, and transcribe minutes; compose and type correspondence; create and distribute agenda(s); coordinate the provision of other materials for the Committee; serve as the primary person responsible for contacting appropriate outside vendors for copier/fax machine supplies and maintenance; maintain and monitor the key control requests for the College; oversee and train student assistants for the Dean's Office and prepare student assistant payroll and performance evaluations; in the absence of the Associate Dean's Assistant and/or Department ASCs, provide assistance with student registration (i.e., issuing permits for students to register). Assist the Associate Dean with processing and tracking withdrawal and late add requests. Support the Director of Development in preparing scholarship reports using online forms and Publisher, schedule NSS Dean's Board of Advisors meetings using Outlook and Zoom, and fill out and/or route advancement forms using DocuSign; coordinate annual lecturer or temporary faculty evaluation process; create and maintain personnel files for temporary faculty; responsible for the placement of lecturer RTP reports in appropriate sections of the Permanent Personnel Action File; responsible for ensuring that files have the necessary documentation for review; verify that all lecturer files have been reviewed in a timely fashion to ensure University deadlines are met; independently create and maintain a confidential mailing list and address labels for all full-time/part-time faculty and staff; responsible for the archival processing of confidential records; make determination of when to archive and when to destroy documents using university records retention guidelines; review staff absences on absence management as Timekeeper; independently coordinate the annual Transportation Survey (for the College); assist the Fiscal Office in reconciling and analyzing lecturer costs; and process Facilities service requests, fast copy service requests, and ensure that all charges are accurate.

Required Qualifications & Experience: Equivalent to three years of general office experience which includes providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative functions. The incumbent must have the experience to be fully functional in all technical aspects of work assignments. Thorough knowledge of office systems (e.g., GET) and the ability to use a broader range of technology, systems, and packages (e.g., Microsoft Office) to independently handle multiple work unit priorities and projects, and to independently apply multiple policies and procedures where specific guidelines may not exist. The incumbent is required to: draft and compose correspondence and standard reports; handle a broad range of interpersonal contacts effectively and efficiently, including those at a higher level and those sensitive in nature; troubleshoot office administration problems and respond to all inquiries and requests related to the work area; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. The incumbent must have strong problem-solving skills and communication skills in oral and written English and the ability to accomplish tasks under pressure to meet deadlines.

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 system-wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

 

Closing Date: Review of applications will begin on December 3, 2021 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship.  We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

Advertised: Pacific Standard Time
Applications close:

Back to search results Apply now Refer a friend

Share this:

| More