Job Details

Administrative Generalist (Administrative Support Coordinator I)
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Position Number: 1737249
Location: Rohnert Park, CA
Position Type: Secretary and Administrative Assistants

Administrative Generalist (Administrative Support Coordinator I)
Sonoma State University

Job ID: 104887
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Regular

Department Name
Facilities Administration

Salary and Benefits
The salary range for this position is $2,846 to $3,459 a month. Starting salary placement depends on qualifications and experience, and will not exceed $3,459 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 January 2, 2020. Please refer to the Application Process section of this posting for additional details.

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

Responsibilities
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 Administrative Operations and Financial Analysis, with additional lead work direction provided from other members of the Facilities Management team, the Administrative Generalist initiates and coordinates a variety of administrative duties in support of the Facilities Department.

The Administrative Generalist supports the organizational unit on administrative matters. Major duties of the position include, but are not limited to, the following:

1. Frontline operations; receive calls and greet visitors while ensuring smooth operations of the main office.
2. Prepare documents; collect information, transcribe, format, input, edit, retrieve, copy, file, transmit data, and graphics.
3. Process documents i.e. student employment, payroll, travel reimbursements, key requests, and invoices using department software and university forms. Follow-up as needed.
4. Data entry in computer information systems used by the department including specialized computer systems such as, but not limited to) work control, project management and space management.
5. Collect and deposit checks.
6. Provide lead work direction to office student assistants.
7. Track inventory and provide frontline technical support for department equipment such as copier, printers, etc. and coordinate preventative maintenance requirements, and calling for repairs as needed.
8. Troubleshoot, maintain and track all technological equipment (e.g. computers, printers, copiers, work devices, etc) including replacement at the end of life cycle to ensure minimal disruption to office operations.
9. Coordinate employee sign-ups and orientation and assist with employee separations.
10. Track usage and maintain inventory of office supplies, service parking passes and anticipate needed supplies.
11. Coordinate travel related fees such as rental cars and registration/training fees as needed using the University Procard.
12. Schedule meetings/appointments including preparing documents and presentation for meetings.
13. Assist with the distribution of department communication documents i.e. department memos, and posting on department bulletin boards.
14. Maintain content of department website.
15. Support division and university tasks and projects as needed.
16. Provide backup administrative support and office coordination to support unit work flow, projects, programs, policies and procedures.

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. Your specific start time is determined by your Appropriate Administrator. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. 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.

The incumbent is working in a shared office where there is heavy traffic, multiple interruptions and noise from office equipment and/or nearby conversations. This position works in a fast-paced environment and requires the ability to multitask, work with a variety of communication devices and equipment. This position requires, with or without reasonable accommodations, the ability to frequently sit, move or stand for office and/or event functions, be at a computer for 6-8 hours/day, occasionally reach with hands and arms, climb or balance, stoop and kneel and lift objects of up to 20 lbs in weight.

Qualifications
Minimum educational and work experience requirements are a high school degree or technical/vocational program degree, and at least two years of related, progressive office experience, or an equivalent combination of education and experience to be proficient in performing work assignments. Moderate proficiency with computers and Microsoft Office is required. Knowledge of Google Suite and PeopleSoft preferred. Experience working in a Facilities management environment and a university setting is preferred. Bilingual (Spanish) is preferred.

In addition, this position requires:
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages; thorough knowledge in English grammar, spelling, and punctuation; working knowledge of budget policies and procedures; ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist, an ability to independently handle multiple work unit priorities and projects; an ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist; an ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; an ability to draft and compose correspondence and standard reports; an ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

The incumbent is responsible for working with a diverse population and workforce and being service oriented and fiscally responsible; 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; working effectively both independently and as part of a team; prioritizing and performing all work efficiently and effectively to meet productivity standards and deadlines; providing strong customer service to students, staff, faculty, and campus visitors. Must be able to accept constructive feedback and function in a fast paced environment. Must also possess the ability to operationalize sustainability concepts (economy, society, and environment) into all aspects of performing job duties.

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 (hr@sonoma.edu | 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)
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 http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

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