Graduate Services Specialist (ASC II) - Graduate Studies

Apply now Job no: 506356
Work type: Staff
Location: Sacramento
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Graduate Services Specialist (ASC II)

Administrative Support Coordinator II

Posting Details

Priority Application Deadline (Posting will remain open until filled):  Tuesday, November 16, 2021 at 11:55 p.m.

Hiring Preference
Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

The Administrative Support Coordinator II for the Office of Graduate Studies and the Office of Graduate Diversity is responsible for: providing administrative and front desk support for the Office of Graduate Studies and the Graduate Diversity Programs Office, serve as a resource and key person for interacting with students, event planning, processing applications, maintain scheduling of student meetings with staff, educating staff on new tools related to scheduling and advising, organizing graduate outreach workshops, some bookkeeping, website maintenance, and social media promotion. The Administrative Support Coordinator will coordinate the daily operations of the Graduate Center and Graduate Diversity Offices; be the first point of contact for students, faculty and staff; respond accurately and efficiently to numerous personal, mail, email, and telephone inquiries; handle a variety of mail and other correspondence, and multiple calendars; input transcript data into the online system; and possess high-level organization and planning skills for smooth and efficient operation of the office. The incumbent will receive and forward a wide variety of student documents necessary for student academic progress including academic petitions, course substitutions, continuous enrollment, leave of absence requests and processing of other documents submitted by students; and provide knowledgeable information to students regarding procedures for post-baccalaureate certificate and credential programs, undergraduate blended degree programs, and graduate degree programs.

The incumbent will act as a liaison to campus administrators, faculty and staff on issues related to the Office of Graduate Studies; coordinate activities with various organizations, departments, and offices on campus; interact with faculty, staff, and students; represents the Office in an informed and professional manner; and utilize student assistants as needed. The incumbent will provide administrative support and coordination for Graduate Diversity functions and events such as Annual Alumni and student Awards Banquets, Distinguished Lectures, Project Symposium, Summer Orientation, Graduate Student Appreciation Days, and Graduate Council; and participate in many other logistical and administrative details for these various events.

Unique working conditions

  1. Requires some weekend and evening work during peak course times to prepare for and/or open and close information and orientation sessions; provide support for lectures and special events; process transcripts and applications to maintain production timelines
  2. In-state travel necessary as position requires participation in Northern and Southern California Forum for Diversity in Graduate Education and local venue events/courses, including but not limited to Placer, Yolo and El Dorado Counties

FLSA: Non-exempt

CSU Classification Salary Range: $3,352 - $5,639 per month 

Hiring Range: $3,352-$4,120 per month

Recruitment TypeRegular (probationary)

Time BaseFull-Time

Pay Plan 12 months 

Work Hours: M-F 8-5; except summer. May require evenings and weekends with in-state travel.

Department Information 

Minimum Qualifications 

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Required Qualifications 

  1. Experience to be fully functional in all technical aspects of work assignments.
  2. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures and the ability to independently apply even where specific guidelines may not exist.
  3. Thorough knowledge of English grammar, punctuation, and spelling.
  4. Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  5. Ability to independently handle multiple work unit priorities and projects with interruptions.
  6. Working knowledge of budget policies and procedures.
  7. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
  8. Ability to draft and compose correspondence and standard reports.
  9. Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
  10. Communicate (verbal/written) clearly and professionally, in-person and by telephone.
  11. Work independently as well as collaboratively
  12. Ability to create basic promotional materials, such as flyers, newsletters and brochures
  13. Function in a diverse working environment
  14. Provide a broad range of customer service
  15. Experience coordinating clerical and administrative support functions
  16. Experience handling confidential information
  17. Experience working with diverse socio-economic, cultural, educational and ethnic backgrounds
  18. Effective interpersonal and customer service skills with the ability to provide front office reception/support
  19. Strong organizational skills
  20. Problem-solving and conflict resolution skills
  21. Fluency in using standard office software packages (i.e. Microsoft Office Suite) and standard office equipment.
  22. Attention to detail and data entry skills with high accuracy
  23. Strong knowledge and skills with database management
  24. Maintain social media platforms (Facebook, Twitter, Instagram)
  25. Assist with event coordination


Conditions of Employment:

  • Ability to pass a background check.

Preferred Qualifications

26. Knowledge of University policies and procedures related to graduate education and the Office of Graduate Studies and Graduate Diversity Program functions.

27. Experience using Common Management System or comparable student information system.

28. Bachelor's degree in Business Administration, Communication Studies, Public Relations, or related field preferred; significant work experience can substitute for the degree.

29. At least 3 years' experience with office administrative management

30. At least 1 year experience coordinating special events.

31. Previous experience in an educational setting; experience working with young adults from a diverse ethnic background; and positive disposition, high energy, creativity and ability to work as a team member are preferred.

License or certification:

Valid driver's license and maintenance of safe driving record required.

Documents Needed to Apply

Resume and cover letter.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student successdiversity, equity and inclusioncommunity engagementphilanthropy, and campus safety.  

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page. 

Background Check Disclaimer  

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

Equal Employment Opportunity  
California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. 

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit . 

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit . 

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at . 
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 Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

COVID-19 Vaccine Certification Information:

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 and questions may be sent to

Eligibility Verification  
Selected candidate must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.



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