Learning Center Administrative Support Coordinator Learning Center
Job #546917
Close Date: Wednesday, May 7, 2025
At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.
Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.
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 #546917) Administrative Support Coordinator I, Learning Center Administrative Support Coordinator, Salary Range: $3,864 - $6,072; Hiring Range: $3,864 - $4,058 . This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Learning Center. 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 .
Position Summary: Under the supervision of the Learning Center Director, the Administrative Support Coordinator (ASC) provides specialized clerical and administrative support to ensure the efficient operation of the Learning Center. Key responsibilities include coordinating reception desk workflow and payroll, supporting Supplemental Instruction program operations, and providing lead work direction to student assistants.
Key Responsibilities: General Learning Center and Program Support - 20% - Coordinate the effective operation and administrative function of the center in alignment with best practices, university rules, and regulations.
- Provide friendly, responsive customer service to the campus community and public on the center’s behalf.
- Provide administrative support for all learning center programs.
- Update center operations manual.
- Day-to-day work is initially performed with direct supervision and detailed instructions changing to an occasional review as more independence is achieved.
- Maintain a calendar for department activities.
- Prepare agendas for department meetings and take meeting notes.
- Troubleshoot and monitor scheduling and tracking software.
- Submit access approval forms and tickets.
- Monitor student intake to the center.
- Assist students, faculty, staff, and the public in navigating university and department processes.
- Researches and gathers information from campus sources as needed for analyses, reports, presentations, and purchases.
- Prepares end-of-year reports with the support of Director.
Supplemental Instruction (SI) Schedule & Program Support - 20% - Create SI schedule in close coordination with the SI Coordinator and Director and relevant campus personnel.
- Monitor and update the SI schedule, coordinate room bookings, and manage conflicts according to university scheduling policy.
- Coordinate files, data, and documents associated with SI scheduling and program support.
- Provides registration support to students, managing permission numbers and wait lists as needed.
- Maintain webpage postings.
- Communicate SI offerings with campus community; create and distribute SI promotional materials.
- Train and monitor student leaders on data management system.
- Develop operational training processes, guides, and materials as needed.
- Assist with SI data collection, analysis, and reporting.
Provide Lead Work Direction to Reception Student Assistants - 20% - Hire, train, schedule, observe, evaluate, and provide feedback.
- Provide work direction for daily tasks.
- Monitor attendance and office project completion.
- Develop and facilitate ongoing training sessions.
- Verify the accuracy of time vouchers and hours worked.
Administrative Personnel Support & Payroll - 15% - Coordinate personnel processes of student and staff employees, including processing and recording documents related to recruitment, employee files, appointments, separations, and record disposition.
- Communicate with Academic Personnel Services, Human Resources, and Payroll to create vacancy announcements, manage recruitment, and execute payroll processes.
- Process and monitor student payroll and timekeeping center-wide.
- Verify Federal Work Study allocations and balances.
- Maintain knowledge of student employment policies and communicate relevant changes to staff and student employees.
Office Resource Management, Budget, and Fiscal Records - 15% - Maintain fiscal records, monitor expenditures, and oversee department and program budgets in consultation with the Director and Budget Analyst.
- Track revenues and spending, prepare periodic analyses of expenditures, and provide reports.
- Prepare and process fiscal documents related to department operations.
- Oversee payroll documents for student assistants, ensuring the department stays within budget.
- Manage and track expenditures for office supplies and equipment.
- Create program budget projections: operational expenses and payroll costs.
- Record, track, and reconcile payroll and other financial transactions.
- Order and track supplies, equipment, hardware, software, and services.
- Monitor and record inventory, equipment, furniture, and service agreements.
- Work with campus departments to resolve facilities, equipment, and software issues.
- Submit and monitor department work requests.
- Act as telecommunications Key Advisor.
Communication, Promotion, And Event Planning - 5% - Promote the Learning Center and its programs in consultation with Director and staff.
- Create and distribute promotional materials for the Learning Center on campus and social media
- Plan and coordinate the department’s event planning, including promotional and training events.
- Schedule rooms for events and meetings.
- Participate in and table at campus events.
- Maintain and update the Learning Center's website.
Other Duties as Assigned - 5%Knowledge, Skills, and Abilities Associated with this Position Include: As listed in Classification Standards: - Experience to be fully functional in all technical aspects of work assignments.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
- Working knowledge of budget policies and procedures.
- Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
As related to the major responsibilities for this position: - Ability to create and maintain a welcoming and responsive environment
- Fluency in standard office software packages, including Excel and Google Suite applications
- Ability to supervise and train student employees
- Ability to create complex schedules from several types of inputs
- Experience working with a diverse population and an understanding of the dynamics of diversity in higher education and a demonstrated ability to incorporate this understanding, as appropriate, in all levels of your work.
Minimum Qualifications: 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 office setting with a wide range of responsibilities
- Experience managing budgets and/or payroll
- Experience providing “lead work” direction to student employees
- Experience in website maintenance and/or graphic design
- A bachelor’s degree from an accredited institution.
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 is 11:55 p.m. on ___.
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.
All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.
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: 4/23/2025
Advertised: Apr 23 2025 Pacific Daylight Time
Applications close: May 07 2025 Pacific Daylight Time
