Job Details

Sonoma State University
  • Position Number: 1772421
  • Location: Rohnert Park, CA
  • Position Type: Student Affairs and Services

Student Services & Advising Coordinator (Student Services Professional II)
Sonoma State University

Job ID: 104967
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Regular

Department Name
School of Extended & International Education

Salary and Benefits
Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,304 to $4,477 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on February 7, 2020. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This is a full time, exempt position, which will lead toward permanent status following the successful completion of a probationary period.

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under general supervision of the Director of Academic Programs, the Academic Programs Student Services and Advising Coordinator performs a variety of moderately complex Student Services Professional work by providing academic advising services to students. This includes collaborating with students on their individualized educational pathways, creating academic plans and schedules, assisting in declaring majors/minors, and supporting students in making decisions concerning their learning experiences, academic goals, persistence, and timely graduation. The Academic Programs Admissions Coordinator works with multiple offices and students both on- and off-campus in order to assist with all aspects of developing and running academic degree classes and programs through the School of Extended & International Education (SEIE).

Major duties of the position include, but are not limited to, the following in support of academic programs running through the School of Extended and International Education:

Student Services and Advising:
- Maintains timely contact with students regarding pertinent program information, policies and procedures, dates and deadlines.
- Works with faculty and other offices at SSU and other off-campus partners as needed to resolve student problems.
- Coordinates with program advisors to provide general and specific advising for students concerning their program of study, general education, and other degree requirements.
- Work with students to identify, define, develop, and assess realistic and individualized educational pathways and academic plans.
- Assist students to engage in their learning experiences, develop accountability for their decisions, and cultivate an understanding of how those decisions impact their success.
- Guide students through the various pathways to declare or change a major/minor.
- Monitor scenarios, and identify potential opportunities to develop, implement, measure, and improve academic success strategies.
- Ensures students receive up-to-date information on academics, career opportunities, and other related issues.
- Provides referral to other SSU and off-site campus offices as needed.
- Maintains student confidentiality.

Admissions, Retention, and Registration:
- Gathers and processes application materials, following up with students regarding missing forms.
- Evaluates applicant transcripts and works with program advisors to provide pre-admissions assessment regarding potential admissibility and requirement status.
- Maintains timely contact with prospects and applicants regarding pertinent program information, policies and procedures, dates and deadlines, enrollment status.
- Creates and maintains records for prospects and applicants in a customer relationship management system (including tracking of all phone & email communications and changes in status)
- Enters and tracks applications for academic programs. Coordinates with the Admissions Office to facilitate processing of applications for SEIE students.
- Coordinates revisions to, and dissemination and collection of, required student paperwork, including application and registration information; transmits forms to appropriate offices. Assesses returned forms for accuracy and follow-up as needed.
- Collects and inputs prospective student information into program databases for tracking current students, alumni, and faculty. Creates new databases as needed.
- Generates reports for internal use as well as student services offices such as Admissions, Records, the Graduate Studies Office, and Financial Aid for academic programs.
- Provides enrollment and tuition information to Financial Aid office.
- Disseminates information to prospective SEIE students.
- Helps schedule and participate in on-campus and regional recruiting events.
- Consults with SEIE Marketing to effectively publicize recruiting events.
- Updates recruiting materials as needed and maintains adequate marketing stocks.
- Consults with Admissions/Records for additional sources of academic information.

- Organizes and maintains electronic and paper files as appropriate, including present and prospective student academic records, policies, and correspondence, in a labeled system that permits rapid retrieval of information for all academic programs running through SEIE.
- Maintains archive files for retrieval of historical materials.
- Provides input to, and regularly updates, websites for academic programs.
- Assists the team in the coordination of academic undergraduate degree, graduate degree, and certificate programs, including assistance with daily operations, scheduling rooms and equipment, recommending solutions to problems and changes in program procedures.
- Designs and implements systems for handling workflow and dataflow for academic programs.
- Documents policies and procedures to create training and reference manuals for academic courses and programs offered by SEIE. Updates as needed.
- Provides service to constituents of the School, both on- and off-campus; communicates regularly with School staff and staff of other institutions in a friendly and professionally effective manner.
- Provides guidance to student assistants; monitors quality and completion of projects.
- Assists in providing faculty support with faculty calendars and schedules, updating of course materials, class rosters, and tracking forms.
- Assists in scheduling of guest lecturers/presenters for academic programs every semester.
- Provides required forms to faculty in a timely fashion.

Performs other secondary duties as assigned.

Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.

Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master's degree in a job-related field may be substituted for one year of the professional experience. This position requires the equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a jobrelated field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a yearforyear basis. Intermediate proficiency with computers and Microsoft Office (Word, Excel) required. Knowledge of Google Suite, FileMaker Pro, Salesforce (CRM), and PeopleSoft preferred.

Working knowledge of the practices, procedures, and trends in Extended & International Education, student success, and academic advising programs, with demonstrated experience and knowledge of programs and resources that support the persistence and academic success of college students. General knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior. Working knowledge of individual counseling techniques; working knowledge, or the ability to rapidly acquire such knowledge, of academic regulations, transfer patterns and operations of higher education institutions, as well as the policies, practices and activities of SEIE and University Student Services programs. Commitment to student recruitment, retention and graduation and to the SEIE and University missions.

This position also requires the following abilities:
- Interpret and apply program rules and regulations.
- Use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements.
- Advise students individually and in groups on moderately complex student-related matters.
- Demonstrate multicultural competence through knowledge, skills, and abilities.
- Ability to be innovative and open to researching and implementing current academic advising best practices.
- Strong oral and written communication skills, including excellent customer service skills.
- Ability to sensitively assess context and to consistently respond to others in a positive, supportive and professional manner.
- Adhere to strict confidentiality requirements and ethical standards.
- Carry out a variety of moderately complex assignments without detailed instructions.
- Coordinate and prioritize multiple, competing tasks to meet project deadlines.
- Ability to create work plans, assess and solve problems, make decisions and take action within established parameters, as well as to use good judgement to secure assistance on matters with broad implications.
- Work effectively both independently and as part of a team.
- Be flexible in handling change and challenges and adapt to changes in the work environment.
- Think critically and stay focused under pressure.
- Work in a fast-paced environment.
- Learn and effectively apply a variety of state, federal, CSU, and SSU policies and procedures.
- Independently plan work, solve problems, and use sound judgment to take action.
- Make decisions within established parameters, regulations, and guidelines; and recommend changes in procedures to address student support needs.

Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.

Qualification Note
Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources ( | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

In your letter, please speak to your background in student services as well as your experience working in a fast-paced environment with competing responsibilities.

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University is an 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, or protected veteran 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.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at; Annual Campus Housing Fire Safety Report is available at

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928

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