Math and Computer Science Department Coordinator Mathematics
Job #538226
First Review Date: Tuesday, August 13, 2024
Open Until Closed
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Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.
(Job #538226) Administrative Support Coordinator II, Math and Computer Science Department Coordinator, Salary Range: $3,865 - $6,336, Hiring Range: $3,865 to $4,500. Salary typically begins at the beginning of the range. Pay is commensurate with relevant experience. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Mathematics Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits . Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.
Position Summary: Under the general direction of the Department Chair of Mathematics and the Department Chair of Computer Science, the incumbent is responsible for the entire specialized clerical/administrative support and coordination to the departments and associated areas, including the associated undergraduate programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently and involves coordination with staff and student employees.
Key Responsibilities: Office and Program Support (both independently and as directed by department chairs)
• Coordinates the effective operation and administrative function of the department in alignment with best practices and rules and regulations
• Supports reception and reception activity
• Sets work priorities, practices and schedules to ensure that administrative and instructional deadlines are met and conform to --department, college, and university policies and procedures
• Assists students, faculty, staff, and the public in navigating university, college and department processes ranging from basic to complex.
• Works with Department Chairs to host students for fall and spring preview
• Creates, maintains, and purges all current and historical departmental files and records according to retention schedule
• Maintains and distributes information to community members, students, faculty, and staff outside the department, through mail and email, press releases, bulletin boards, and web content
• Assists the department chairs in ordering and maintaining inventory of textbooks
• Maintains the departments’ central mailroom and supply inventory. Orders, stores, and distributes instructional and office supplies
• Maintains a master calendar for department activities (e.g., committee meetings, student meetings, visiting lecturers, workshops, and special events). Advises faculty regarding schedule conflicts, evaluating and recommending alternate dates
• Attends department meetings, transcribes, and maintains repository of meeting minutes
• Coordinates special departmental events including graduation related activities
• Coordinates scholarship awards and funds
• Coordinates key, phone, work, and other relevant requests for department-controlled offices, workspaces, classrooms, and facilities
• Researches and gathers information from both campus and community sources as needed for analyses, reports, (e.g. APBD), presentations, purchases of equipment (e.g., copier) and supplies, etc.
• Other similar office or program support as needed or assigned
Budgets and Fiscal Records
• Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chairs and College Budget Analyst
• Regularly tracks revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepares periodic analyses of expenditures, and provides reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.
• Manages and maintains records related to trust accounts, and scholarship or prize accounts
• Prepares and processes fiscal documents related to the operations of the departments and/or programs
• Oversees collection and processing of payroll documents and tracks payroll expenses for student assistants, temporary help and pool positions, including verifying and tracking of state and federal work study for student assistants, to ensure department stays within budget
• Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses
• Adheres to spending regulations of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting
• May provide guidance to the department chairs and/or program leaders regarding appropriate expenditure of funds
• Performs other similar budget or fiscal activities as needed or assigned
Class Schedule Support, Course / Curricular Support, and Student Registration Support
• In cooperation with the department chairs, coordinates information to develop the class schedule each semester for both departments by gathering and compiling information, identifying possible problem areas or conflicts, outlines options, coordinates with other departments across campus and recommends solutions keeping in mind the university scheduling policy
• Builds the class schedule and lecturer contracts in PeopleSoft. Proofs, corrects and reviews each update as necessary
• Coordinates room, computer lab and large lecture requests, and schedules via current process
• Highlights special topic courses for the catalog and communicates information to Publications Coordinator
• Communicates with Extended Ed to inform them of courses to advertise in their bulletin
• Ensures curriculum related documents are up to date (as needed)
• Collects schedules and syllabi from faculty each semester, generates office hours list and door cards
• Works with Department Chairs to assign faculty advisors
• Creates and/or maintains curriculum paperwork
• Coordinates files, data, documents and paperwork associated with the implementation of scheduling and in support of the program and curriculum
• Communicates directly with students (and faculty) about permission number and wait list procedures for courses and manages permission numbers and wait lists for courses (as needed)
• Communicate with Extended Education keeping them informed of courses for which students can enroll through Extended Ed
• Other Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed
• Other similar Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed or assigned
Administrative Personnel Support
• Coordinates the hiring and work reporting processes for all faculty, student and staff including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements
• Coordinates with APS on the creation and distribution of announcements for faculty and part-time faculty vacancies and recruitment
• Provides administrative support for faculty search committees including tracking of applications, communicating with applicants, making arrangements for phone and on-campus interviews, tracking expenses and collection of receipts and all required paperwork for processing reimbursements
• Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees
• In coordination with the Department Chairs, advertises for, and trains student assistants within the office, as needed
Other Duties as Assigned
Knowledge, Skills, and Abilities Associated with this Position Include: • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
• Thorough mastery of English grammar, punctuation, and spelling
• Expertise in using office software packages, technology, and systems
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do 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, 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
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 a knowledge of business mathematics beyond basic 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.
Preferred Qualifications: • Experience in an instructional support capacity with a wide range of responsibilities
• Experience in managing complex budgets
• Experience in working with Cal Poly Humboldt software systems such as PeopleSoft and OBI
• Equivalent to five years of progressively responsible administrative support experience which has provided the applicant with the knowledge and abilities listed above
• Bachelor’s degree from an accredited college or university
• Experience working in a university department or at Cal Poly Humboldt
Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the
Apply Now button:
- Letter of Interest
- Resume or Curriculum Vitae
- Contact information for at least three professional references
Application Deadline: The deadline to submit application materials before the first review date is is 11:55 p.m. on Monday, August 12, 2024.
Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.
We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.
Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.
Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.
CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University 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 and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu .
Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.
CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.
Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.
Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: 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.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.
Class Code: 1035
Publication Date: 7/18/2024
Advertised: Jul 18 2024 Pacific Daylight Time
Applications close:Closing Date/Time:
