Administrative Support Coordinator I - College of Science

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 7

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Amount: $3,681- $4,019 per month

Work Hours: Monday – Friday 8:00am-5:00pm

THE DEPARTMENT:

This position is in the Mathematics and Statistics Department, which has the function of developing and implementing programs for mathematics degree candidates and preparatory, general education and support courses for the student body at large. The department has three-degree programs: a minor, a bachelor of science (with two options), and a master of science (with four emphases). The department also serves students from all departments on campus, with a headcount of over 8000 students in a single term. The semester FTES generated by the department is approximately 1500-1900 from over 300 sections. This workload requires a large faculty - 30 full-time faculty, 70+ part-time instructors and up to 15 Teaching Associates.

DUTIES AND RESPONSIBILITIES:

• Greet and assist students, faculty, staff, and other visitors with a professional and welcoming demeanor. Answer incoming calls, respond to emails and inquiries, and serve as the department's first point of contact. Handle incoming and outgoing mail/parcels for the department. Maintain organization of faculty mailboxes.
• Serve as an information resource for university and department policies and procedures. Attend appropriate training courses to stay current with university policies, procedures, and software systems.
• Ensure continuous department operations, control workflow, and set priorities with minimal direction. Evaluate office procedures and recommend and implement changes. Update department office procedure book.
• Coordinate the beginning and end of the semester processes, such as updating faculty information and office hours,
• Support office student assistants by providing direction and training.
• Support department events and meetings (e.g., assist with room reservations, prepare and post flyers, procure supplies).
• Order routine office supplies.
• Track and post information for registrations, events, advising, petition processing, etc., on bulletin boards, the website, and other public displays.
• Update advisor-advisee lists, room schedules, and other documents each term and post them as needed.
• Coordinate prerequisite verification of students enrolled in general education courses semesterly. Submit drop lists to the Registrar’s Office. Submit Requisite Not Met Report.
• Provide guidance for department office operations in the instructional assessment process, permission numbers, add/drops, etc.
• Coordinate the installation and programming of multi-function machines, such as copy machines and multifunction printers. Arrange training for faculty, staff, and student assistants. Write and disseminate equipment user instructions. Arrange for equipment repairs. Backup Responsibilities
• Assist Chair/Associate Chair/ASC II with course scheduling each term when needed. Enter scheduling information into the university scheduling system, checking for time conflicts, room availability, and missing instructors. Create permission numbers, assist with the PERC process, monitor course enrollments, etc.
• Provide support for the Lecturer Evaluation Committee by organizing information for lecturer review, communicating with evaluators and lecturers to be observed, and obtaining signatures and documents in a timely manner.
• Schedule and confirm appointments on the chair’s calendar
• Transmit and disseminate correspondence to and from the chair
• Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
• Provide support for the hiring committee for part-time faculty and graduate student assistants, including posting job descriptions, processing applications, communicating with applicants, scheduling interviews, and providing technical support when needed.
• Assist other department committees as necessary; for example, independently reserving rooms or ordering food and supplies.
• Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, BAC, Registrar, etc.)
• Respond to student registration issues in person, by phone, and via email and help them enroll for classes (Bronco Direct). Explain pre- and co-requisite requirements and determine whether students meet them using the university catalog, Degree Progress Report, etc. Issue student permission numbers as appropriate.
• Coordinate with Stude