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Assistant to the Associate Dean (ASC II)

Apply now Job no: 517820
Work type: Staff
Location: Sacramento
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Working Title: Assistant to the Associate Dean

Classification Title: Administrative Support Coordinator II

Posting Details

Priority Application Deadline (Posting will remain open until filled): Sunday, October 2, 2022 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 incumbent reports directly to the Associate Dean for Instruction and Student Success. The incumbent works with significant independence, performing complex and confidential tasks requiring a high level of initiative, judgment, and discretion. The incumbent has extensive knowledge and understanding of policies and procedures to assist in the efficient operation of the College of Education. Incumbent has a vital role in the operation of the Dean’s Office: collecting and compiling data for a variety of reports; ensuring that various deadlines are met; identifying problems and suggesting solutions; and communicating effectively with campus students, staff, faculty, and administrators as well as external constituents.

Incumbent maintains the Associate Deans’ calendars, and gathers materials needed for meetings. Sets up meeting rooms, notifies participants of arrangements made and prepares agendas/minutes for meetings. Prepares travel requests and makes all travel arrangements for the Dean(s). Screens all incoming calls and visitors to the Dean(s), scheduling appointments, referring visitors to other offices/individuals, or resolving personally.

Incumbent assists the Associate Dean with duties related to enrollment management including accessing enrollment data, producing charts and technical memos that track enrollment trends at designated times during the semester, for consideration by the Dean and APS Chairs.

Incumbent is the College liaison with the University’s Academic Affairs Office regarding all program, course and catalog changes. Incumbent maintains a record of all CoE Committee members’ contact information, terms of office, levels of representation, and meeting agendas/minutes. When required, coordinates ballots for all College elections and all campus committee elections.

Incumbent assists the office with coordination of faculty development and mentoring activities and programs including faculty orientation and professional development activities and other activities related to faculty development. Incumbent also assists Associate Deans with the coordination of staff development activities

FLSA: Non-Exempt (eligible for overtime compensation under FLSA). This position is benefits-eligible.

CSU Classification Salary Range: $3,681 - $6,034 per month 

Hiring Range: $3,681 - $5,000 per month

Recruitment TypeRegular (Probationary)

Time BaseFull-Time

Pay Plan 12 month

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.  A partial telework schedule may be available, upon management approval.

Department Information 

College of Education collaborates with our professional communities in preparing educators, leaders, and Deaf service providers to serve as agents of positive social change. We give access to professional careers for students with diverse identities and backgrounds, and contribute to their personal growth. We provide informed advice and applied research services to the local educational community.

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 knowledge of business mathematics beyond basis 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 

Specialized Knowledge/Skills/Abilities

1.Working knowledge of CMS system or equivalent, and ability to access data reports from the various data repositories.

2. Knowledge of FERPA regulations

3. Ability to maintain confidentiality in compliance with all FERPA regulations

 General Knowledge/Skills/Abilities

4. Thorough mastery of English grammar, punctuation and spelling. 

5. Expertise in using office software packages, technology and systems.

6. Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.

7. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

8. Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

9. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

10. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

11. Ability to effectively write and present own reports such as FTES, faculty workload, budgets, and course schedule.

12. Ability to effectively handle interpersonal interactions at all levels, with internal and external constituencies, and handle highly sensitive interpersonal situations. 

13. Ability to collaborate with others to achieve results and expedite projects.  

14. Ability to monitor and prioritize tasks; project management skills.

 Preferred Qualifications 

15. Experience working in an institution of higher education.

16. Experience working with CMS, Qualtrics, or similar systems

Required Licenses/Certifications 

N/A

Documents Needed to Apply

List documents needed for this position: Resume, cover letter. Failure to upload required documents to the online application may result in disqualification.

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. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr-empservices@csus.edu

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

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 https://www.csus.edu/administration-business-affairs/internal/your-hr/benefits/reasonable-accomodation.html. 

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 https://www.csus.edu/compliance/hr-compliance/mandatory-dhr-training.html . 

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 https://www.csus.edu/clery . 
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.

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.

Conflict of Interest:

The duties of this position include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, an on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

 

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