Working Title: Graduate Services Technician
Classification Title: Administrative Support Coordinator I
Posting Details
Priority Application Deadline (Posting will remain open until filled): Sunday, May 5, 2024 @ 11:55pm PST
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
Under the lead work direction of the Director for Graduate Studies and Special Assistant to the Dean and receiving daily direction from the unit leads Student Support Professional (SSP) in Graduate Services in the Office of Graduate Studies, the ASC I is responsible for a wide variety of services while maintaining a high level of accuracy and attention to detail. The ASC I reviews forms for completeness, enters data into CMS/OnBase/Qualtrics, calculates grade point averages, codes transcripts and admission applications, and serves students in an informational capacity by interpreting and answering questions in the Office of Graduate Studies, on the telephone, via email and at events. The position provides customer service to students, families, and other constituents. In addition, the incumbent will serve as Front Counter staff and support the Graduate Degree Services and other units related to graduate education by inputting data and processing forms, providing information on services, distributing recruitment materials, assisting with presentations, and working to plan and host events sponsored by the Office of Graduate Studies.
FLSA: Non-Exempt (eligible for overtime compensation)
Anticipated Hiring Range: $3,680 per month - $4,205 per month, commensurate with the candidate's education, experience, skills, and training.
CSU Classification Salary Range: $3,680 per month - $5,783 per month
Best-in-class Benefits: Click here to learn more
CSU Total Compensation: Click here to learn more
Recruitment Type: Regular (Probationary)
Work Hours: 8:00 AM – 5:00 PM Monday through Friday (Hours may change depending on needs of department)
Graduate Studies offices support the vision and strategy of the Graduate Dean and strive to create an intellectually engaging experience for the graduate students. The offices under the Graduate Dean interacts with all administrative units that touch graduate students, including Academic Affairs, Student Affairs, Inclusive Excellence, alumni relations, university communications, and development. The offices support students in all graduate degree programs, oversees the graduate diversity awards and fellowships, and supports teaching assistantships in consultation with academic departments, and reviews academic standing and policies governing all graduate students. The Graduate Dean’s offices also oversee curriculum changes across the university and development of new graduate programs, as well as develops and implements academic and professional development programs for graduate students.
The Office of Graduate Studies, in partnership with the other colleges and departments at the university, provides leadership for the advancement of graduate education at Sacramento State. Graduate Studies supports the development and vibrancy of quality graduate programs, and serves the scholarly and professional needs of graduate students at the university and into their careers. Our work is guided by our core values of excellence, integrity, equity, and service.
The Graduate Center supports students along the entire process of the graduate student experience at Sac State; from undergraduates interested in graduate study to prospective students applying through graduation and all the steps in between.
https://www.csus.edu/graduate-studies/
This position 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. This position also requires a knowledge of business mathematics, including calculations using decimals, working with measures of central tendencies, and ability to read charts and graphs. 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.
Must be comparable to the Minimum Qualifications, appropriate to the skill level of the position, and would allow an incumbent to satisfactorily perform the Essential Functions of the position.
1. High school diploma or equivalent
2. Experience using personal computers
3. Documented knowledge and ability to operate personal computers with proficiency in Microsoft Office. (Word, Excel, PowerPoint, and Outlook).
4. Experience entering data and reviewing documents
5. Experience providing customer service via email, telephone, and in-person
6. Knowledge of effective customer service techniques and practices
7. Knowledge of graduate admission rules and regulations, FERPA, and university policies.
8. Knowledge of or ability to learn CMS student record system, OnBase document imaging, and workflow processes
9. Demonstrated ability to organize and coordinate work within schedule constraints and handle emergent processing requirements in a timely manner.
10. Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
11. Demonstrated ability to monitor important and complex processes concurrently.
12. Good organizational skills, attention to detail, and flexibility
13. Positive interpersonal skills
14. Good verbal and written communication skills
15. Ability to efficiently enter high volumes of data
16. Ability to coordinate and implement assignments in order to meet deadlines
17. Ability to provide high-level customer service under stressful situations
18. Ability to interact with a diverse group of individuals from varied backgrounds
19. Ability to review, analyze, formulate, and follow through with assignments
20. Ability to maintain confidentiality of work-related information and materials
21. Ability to establish and maintain effective work relationships
22. Ability to work in a fast-paced and high-volume department involving contact with students*, families, and other constituents regarding the admissions process
23. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.
Conditions of Employment
- Ability to pass a background check
24. Associate degree from a regionally accredited institution
25. At least four years of experience entering data, reviewing documents, and providing customer service
26. At least three years in student services or admissions and records in a higher education environment
27. At least three years of experience using CMS student information system or a similar system for managing student records
Documents Needed to Apply
Resume and cover letter.
Failure to upload required documentation may result in disqualification.
About Sacramento 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 is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:
“As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success; teaching, research, scholarship and creative activity; justice, diversity, equity and inclusion; resource development and sustainability; dedicated community engagement, and wellness and 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.
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/human-resources/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/administration-business-affairs/human-resources/learning-development/csu-learn.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.
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.
COVID19 Vaccination Policy
Effective May 2023, per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
Out of State Employment
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.
Eligibility Verification
Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).
Note to Applicants:
Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.