Program Services Coordinator (Administrative Analyst/Specialist Exempt I) - Disability Programs & Resource Center (501847)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Sep 28, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Project Management

Job Description

Description:

Working Title

Program Services Coordinator (Administrative Analyst/Specialist Exempt I) - Disability Programs & Resource Center

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

Disability Programs & Resource Center

Appointment Type

Probationary

Time Base

1.0 FTE

Work Schedule

Monday- Friday 8:00 am-5:00 pm

Anticipated Hiring Range

$4,730 - $4,974 per month ($56,760.00 - $59,688.00 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Associate Director of the Disability Programs & Resource Center (DPRC), the Program Services Coordinator (AA/S I) independently supervises, trains, and manages DPRC reception-area student assistants; serves as the DPRC reception lead for analyzing and addressing problems for walk-in, Zoom and phone inquiries; determines immediate need for student and employee appointments and other courses of action; and covers the DPRC reception-area during regularly scheduled shifts over peak periods and during student assistant absences. The incumbent coordinates the processing and maintenance of confidential student records and data management, as well as supports departmental procurement. The Program Services Coordinator provides back-up

support to the campus accessible furniture program, accessible campus cart program, and other office programs as needed.

Position Information

DPRC Reception-Area Coordination, Coverage, and Appointment Support
  • Serve as primary coordinator of the DPRC reception-area. Duties include: analyze and address problems related to walk-in, Zoom, and phone inquiries; independently determine immediate need for all requested appointments and other courses of action; and consult with constituents related to departmental services during peak times;
  • Provide coverage to the DPRC reception-area at least 20 hours per week, ensuring coverage is scheduled during peak office hours. In addition, serve as back-up to the DPRC reception-area during unscheduled and short notice absences;
  • Responsible for overseeing daily office opening and closing during public office hours and obtaining professional staff coverage when incumbent has pre-approved absences;
  • Hire and supervise student assistants each semester for DPRC reception-area coverage, as well as develop and monitor a back-up coverage schedule;
  • Train student assistants on DPRC standard operating protocol, policies, initial appointment guidelines, staffing/operational updates or changes, reasonable accommodation procedures, and good practices when interacting with people with disabilities. Ensure confidentiality of communication and information;
  • Regularly delegate and monitor student assistant tasks and general effectiveness. Provide regular feedback on student assistant communications and other information shared with the public, as well as other aspects related to job performance;
  • Maintain effective working relationships with a wide range of students, staff, faculty, and the public; and
  • Coordinate content management of DPRC website related to front desk and student records database. Maintain accurate information related to availability of appointments and resources for students.


Confidential Student Records Coordination
  • Oversee processing of incoming confidential student and employee records for entire office;
  • Provide day-to-day management of department electronic database, including participation in steering committee related to maintenance of database and reporting of recommended changes;
  • Oversee and update student priority registration appointments and processes for students with pre-approved eligibility;
  • Oversee maintenance and archiving of confidential hard copy and electronic student files and facilitate processing of third-party requests for students and employee records;
  • Provide periodic data reports on students served within the department along with the services delivered and assist with data reports when requested by colleagues in support of reports and communication; and
  • Provide onboarding and in-service training and support on use of the online student records database to all staff, students, and faculty, as delegated.

Non-IT Procurement
  • Serve as primary contact for all departmental procurement functions. Duties include: create online requisitions; verify and approve vendor invoices for payment; prepare direct and transfer payment requests, as well as petty cash reimbursements; and prepare monthly procurement card use report;
  • Order office supplies and track related expenses; and
  • Support office outreach efforts in ensuring outreach supplies are well-stocked and ready in advance of scheduled outreach events.

Back-up Physical Access Services Programs
  • Provide back up support to the departmental accessible campus furniture program and campus accessible cart program as needed, including driving carts as needed in unscheduled staff absences;
  • Facilitate front-line communication for all inquiries related to physical access services and process work accordingly, including support for student employees in the physical access services program area;
  • Analyze and address problems related to placement of accessible furniture and administration; and
  • Supervise opening and closing procedures for accessible carts as needed in unscheduled staff absences.


Other Duties as Assigned

At All Times
  • Demonstrate behaviors that are in line with the User-Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D).
  • Demonstrate safe work practices for oneself, others and the office environment.


Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field,

with a foundational knowledge of public administration principles, practices, and methods. This foundation would

normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience

involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies,

procedures, practices, or programs.
  • Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations; Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty;
  • Working knowledge of operational and fiscal analysis and techniques;
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved;
  • Skill in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations;
  • Expertise in investigating and analyzing problems with broad administrative impacts and implications. Ability to anticipate problems and address them proactively;
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written and/or presentation form; and
  • Ability to train others on new skills and procedures and provide work lead direction.

Preferred Qualifications
  • Experience working with people with disabilities;
  • Demonstrated ability to implement basic interviewing and advising techniques with students and employees with disabilities;
  • Demonstrated experience supervising others in a high-volume, detail-oriented work environment;
  • Experience with hiring and leading teams, student employment, and student supervision;
  • Working knowledge of database management (e.g. AIM) and standard office applications (e.g. email, scheduling software, Microsoft Office Suite, etc.);
  • Demonstrated organizational ability, especially related to managing daily operations and multiple priorities;
  • Previous experience with confidential record management and data collection;
  • Demonstrated ability to maintain effective working relationships with a wide range of students, faculty, and staff;
  • Demonstrated ability to independently analyze complex situations and exercise sound judgment in adopting effective courses of action;
  • Demonstrated ability to utilize tact and political acumen and de-escalate; and
  • Working knowledge of Section 504 of the Rehabilitation Act of 1973, The Americans with Disabilities Act as Amended 2008, and/or California State University (CSU) policy on disability support and accommodations and all related technical standards.

Core Competencies - embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective 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.

Required License/Certification

A valid CA State Driver's License is required to drive the campus accessible carts on state property.

Environmental/Physical/Special

Incumbent must be able to competently interact with a culturally and ethnically diverse population of students, faculty

and staffs. Incumbent must refrain from wearing scented products to ensure access for people with chemical

sensitivities. Some evening and weekend hours will be required.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

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 employee.

CSUEU Position

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

Additional Information

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.

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: July 1, 2022

Job Address

San Francisco, California 94132 United States View Map