Information Support Assistant (Administrative Support Coordinator II) (10293)

  • San Francisco
  • San Francisco, California
  • Nov 28, 2019
Full Time Clerical and Administrative Support

Job Description

Description:
Working Title
Information Support Assistant

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department*
Housing, Dining & Conference Services (HDCS)

Department Description
The Housing, Dining & Conference Services (HDCS), a department within Administration and Finance (A&F), manages the real property and facilities owned, leased or controlled by the University, in support of University and A&F division strategic plans and initiatives, and in a manner which ensures that facilities and operations are appropriately and safely maintained and operate efficiently.

The HDCS department provides on-campus housing to approximately 5,000 University students, faculty, staff and non-affiliated residents. HDCS manages over 1M square feet of residential, dining and conference space covering approximately 50 acres of the University's main campus.

The HDCS department's 30+ staff members perform a number of specialties in residential and conference services.

Appointment Type*
Temporary CSUEU position:
This is a one year temporary position. Permanent status may be earned in this position if it is renewed for four years without a break in service in accordance with collective bargaining agreement provisions.

Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range*
$3,166.00 - $3,333.00 per month ($38,000.00 to $40,000.00 annually)

Salary is commensurate with experience.

Position Summary*
Under the general supervision of the Information Support Coordinator, the incumbent is responsible for all functions related to entering, tracking, and organizing Housing, Dining & Conference Services (HDCS) housing bed space applications and resident data information. This information will be made available to HDCS staff through reports and reporting tools in the StarRez database. This position will process data information includes housing applications, License Agreements, wait list information, room assignments and changes, move-ins, moving-outs or relocations and other residential information as assigned.

Position Information
Process Data in StarRez Database
- Process new and returning housing bed space applications; maintain application database.
- Make contact with individual applicants to ensure proper completion of application process.
- Verify students' enrollment status at the University and clear discrepancies.

Coordination and Communication of Data
- Enter and process all returning residents' data, new incoming residents and summer
license agreements throughout the academic year and summer semester.
- Coordinate waiting list information with the Student Housing Specialist.
- Send general and community announcements to residents by email as approved by the
manager.

Room Assignments
- Assist in maintaining the room assignment process, including individual and group room
assignments and preference information, move-in, room transfers, and Intent to Vacate
process (ITV).
- Create and send reports to Residential Life, Facilities Services, Information Technology
Services and other campus departments as needed.

Special Projects and Reports
- Assist the Information Support Coordinator in coordinating and organizing data information
during Outreach and residential projects such as Returning Resident Day, Openings,
Closings, and special Outreach days.
- Assist in creating and maintaining applicant, licensee, resident, and occupancy reports and
statistics.

Other duties as assigned.

Minimum Qualifications*
Completion of a high school program, technical/vocational program or equivalent and two years of data entry and database reporting.
- Experience to be fully functional in all technical aspects of work assignments.
- Thorough mastery of the English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and expertise in using office software packages,
technology and systems.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to interpret and apply a wide variety of policies and procedures independently, and
use judgment and discretion to act when precedents or specific guidelines may not exist.
- Ability to troubleshoot most office administration problems and respond to all inquiries and
requests related to work area.
- Ability to understand problems from a broader perspective and anticipate the impact of
office administration problems and solutions on other areas.
- Ability to analyze operational and procedural problems and develop, recommend, and
evaluate proposed solutions.
- Ability to perform business math, such as calculate ratios and percentages, track financial
data, analyze budgetary data, and make accurate projections requiring some inference.
- Ability to effectively write and present own reports.
- Ability to effectively handle interpersonal interactions at all levels and handle highly
sensitive interpersonal situations.
- Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications
- Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
- Working knowledge of budget policies and procedures.

Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork.
- Effective oral, written and nonverbal communication skills.
- Customer/Client Focus with an emphasis in problem solving and resolution.
- Personal effectiveness and credibility as demonstrated by interpersonal and professional
confidence
- Diversity and inclusion.

Environmental/Physical/Special
Ability to lift up to 30 pounds (moving files boxes). Ability to concentrate and work in a noisy, fast paced environment. May be required to work on weekends, evenings, overtime, call back and/or holidays. Work schedule may change depending on the needs of the organization. Position may require to carry an issued mobile phone and answer calls. In case of an emergency, the position is deemed an essential personnel.

Pre-Employment Requirements
This position requires the successful completion of a background check.

Benefits
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

How To Apply
**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Application Deadline
This position is open until filled.

Review of applications to begin 07/12/2019.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled