Title IX & Inclusion Administrative Support Coordinator II RESPONSIBILITIES & DUTIES: Oversees all daily office functions of the office including but not limited to, answers and responds to all calls and emails, greet appointments, order and maintain office supplies and educational program supplies. Maintains thorough knowledge of the Title IX & Inclusion Office and its internal policies and procedures; ensures the Title IX & Inclusion Office organizational chart is updated as needed and keeps updated files on organizational charts from other divisions. Provides meeting facilitation support including preparation of agendas and minutes and scheduling appointments. Assists with processing documents including those associated with accounts payable and reconciliation. Manages mail delivery to the Title IX & Inclusion Office and operates a full range of office support technology and systems including Maxient, Vector Solutions, MS Office, document management software, Vizio, maintenance of desktop databases and websites, and use of voicemail and email.
Special Projects: Supports the Executive Director of Title IX & Inclusion and Title IX & Inclusion Office on various projects and tasks. This includes assisting in project planning, performing strategic research and analysis, reporting on a variety of topics, taking initiative to identify potential problems and suggest solutions, and managing responsibilities with a high level of independence. Assists in addressing a wide range of issues which requires discretion, ingenuity, confidentiality, and evaluation of solutions, including supporting Title IX & Inclusion to effectively receiving sensitive reports of violations of the Nondiscrimination policy and processing or preparing confidential emails and reports.
Program Support: Responsible for administrative support and coordination for the Title IX & Inclusion Team tasks below and specifically independently plans, prepares, organizes, follows-up, and performs website upkeep for meetings.
- Provides administrative assistance to the Clery Director, Title IX Coordinator, Deputy Title IX Coordinator, Title IX/DHR Investigators; maintains accurate files and records including appointment scheduling, calendaring events and activities, edits drafts and documents as needed.
- Oversees and processes pregnancy accommodations for students, track forms, and provide accommodation emails as needed. Including updating website information and supplying lactation rooms. Which ensures compliance of system-wide, state-wide, and federal mandates and commitments.
- Prepares invoices, sets up purchase orders and other financial documents. Working knowledge of budget policies and procedures to establish vendors and process payments. Submits reimbursement forms. Under the direction of the Deputy Title IX Coordinator, provide outreach and follow-up to incoming reports, including auditing case file and complying to deadlines provided in the CSU Nondiscrimination Policy and internal departmental protocols.
- Case coordination utilizing Maxient database. Audits case files prior to closure to ensure compliant note keeping. Conducts outreach in response to reports, arranges and schedules meetings. Using existing templates, drafts referral memos and follow-up communication to all reports of Title IX & Inclusion reports.
- Updates and maintains current information and content on the Title IX & Inclusion website.
- Support the Title IX & Inclusion Education Specialist in compliance training data collection and compiling reports.
Communication and Document Management: Works with various staff, administrators, and faculty to ensure compliance with reporting deadlines. Maintains and archives records, filings, and historical records of communication. Drafts clear and accurate correspondence; proofreads letters and documents.
Event support: Assists the Title IX & Inclusion Office Team in planning and organizing education events, intake meetings, investigation meetings, committee meetings, and case management meetings.
Customer Service and Issue Resolution: While working independently, as well as in a team, upholds the highest standards of customer service for both internal and external constituents by embodying the values of collegiality, inclusivity, respect, efficiency, and accuracy while maintaining confidentiality, and professionalism. Ensures appropriate document management.
Performs other related duties as assigned.
REQUIREMENTS OF POSITION: A bachelor's degree and three years of executive level clerical and administrative work experience, or the equivalent combination of education and experience required. Previous experience with confidential materials and some supervisory experience preferred. Competent knowledge of due process, fairness, ethics, respect, and ability to apply knowledge in day-to-day activities. Ability to learn cultural competence and knowledge of concepts related to diversity, access, equity, social justice and inclusion, and ability to communicate these concepts in interactions with parties, and outreach and training efforts.
Must maintain a high level of professionalism, work ethic, and responsiveness suitable for an executive office. Ability to take initiative, make independent decisions, use sound judgment, demonstrate follow-through, exercise timeliness, pay attention to detail, manage increasing responsibilities, handle multiple tasks simultaneously, prioritize workload and ensure that deadlines are met. Ability to independently interpret and apply a wide variety of policies and procedures where specific guidelines and precedence may not exist.
Must work effectively both independently and as part of a team, maintain strict professional discretion and confidentiality, and produce written work with a high degree of writing proficiency and mastery of mechanics (e.g., grammar, spelling, and punctuation) and handle confidential information appropriately. Effective computer skills with a solid knowledge of Microsoft Office (Word, Excel, and PowerPoint). Demonstrate ability to organize, prioritize, and manage multiple tasks in fast-paced, timeline sensitive environment. Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Must demonstrate familiarity with management practices and have experience with budget/fiscal policies. Demonstrate extensive knowledge of Microsoft Word, Excel, Outlook, and PowerPoint (experience with website management software preferred); and have the ability to learn new office technology systems and software packages.
Must have 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.
Must have skill in investigating and analyzing problems with a broad administrative impact and implications. Effective verbal communication and customer service skills including telephone and e-mail messaging. Must possess interpersonal and problem-solving skills in working with the public, administrators, faculty, staff, and students and the ability to lead and guide the work of others. Punctuality and regular attendance are essential. May be required to work evenings or weekends with advance notice.
Preferred Qualifications : Administrative experience in a role involving sensitive or trauma related matters, such as a Title IX, DHR, or compliance office. Solid understanding of relevant Executive Order and Clery procedures, policies, tracking, and training. Knowledge of trauma informed practices and ability to apply to interactions and communications with parties.
Ability to empathize with and appropriately respond to students, faculty, and staff under stress or a significant emotional burden. Ability to use and quickly learn case tracking and reporting mechanism for the purposes of outreach. Thorough knowledge of English grammar, spelling, and punctuation, as well as the ability to clearly communicate orally and in writing. Ability to exercise good judgment in decision-making and problem solving.
Two years experience in a professional work setting, preferably a higher education environment.
Ability to work in-person.
Ability to maintain a professional demeanor, multi-task, and follow instructions received verbally and in writing.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is 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 Revised July 21, 2017 as a condition of employment.
Hiring Range: $4,084 - $4,416 per month
Advertised: Jun 20 2024 Pacific Daylight Time
Applications close:Closing Date/Time:
