Job TitleJob IDLocationView Benefits Summary link or by request from SSU Human Resources.
Application Deadline First review of applications will be at 8 am on August 31, 2017. Applications received on or after the first review date may not be considered.
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 the Seawolf Commitment, our values include 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 Assistant Director, Residential Leadership and Development, with additional lead work direction provided by the Residential Life leadership team, the incumbent initiates, coordinates, and implements a variety of administrative duties in support of the administrative operations within Residential Life. The incumbent is responsible for coordination of clerical and administrative support functions for the Residential Life Community Service Desks and Package Delivery System and performs a full range of administrative coordination, reception, general office and clerical support for Residential Life. The incumbent also makes recommendations on procedural processes within the department; oversees project coordination; and provides lead work direction and training and assistance to other student staff.
The major duties of the position include, but are not limited to, the following standard clerical administrative and reception support functions - provides work direction, individual and group training and general supervision for service desk student staff which includes helping Residential Life management evaluate and assess Service Desk Workers, as well as foster staff unity and teamwork through training initiatives for Community Service Advisors and Service Desk Workers on service desk procedures and monthly check-ins with Service Desk Workers. The incumbent also coordinates with other Residential Life personnel to support the recruitment process for Service Desk student staff, making recommendations and leading by example to contribute to and maintain a culture of excellent service while helping department to improve quality and responsiveness of service.
Working under general supervision, the incumbent is responsible for providing general administrative assistance including gathering and organizing information and data; performing limited research; assembling reports; coordinating projects; coordinating events and meetings; designing and customizing forms and databases; and making operational and procedural recommendations. Routine assignments and projects involve coordinating, prioritizing, and interpreting policies and procedures to support planning and implementing all opening/closing of the Service Desks (including semester starts, holiday and semester breaks, and year end closing); creating shift schedules for both Zinfandel and Tuscany Service Desks for both Service Desk Workers and Community Service Advisors; coordinating and overseeing shift changes for the Service Desk Workers and Community Service Advisors; collecting lockout forms each week from both Service Desks and bring them to the Housing Office once a week; overseeing both desks to ensure they are clean and remain organized; and monitoring community room key checkout process
The incumbent coordinates and provides general assistance for the package delivery system and oversees return of incorrectly delivered packages; maintains a current resident room roster at the desk, updating frequently as needed; investigates and resolves problem/missing packages, interfacing with Mail Services as needed; keeps desk materials stocked and orders supplies and other limited purchasing in accordance with university-approved guidelines; manages online Package Tracking System roster, updating room changes/license cancellations weekly; monitors on a weekly basis unclaimed packages and follows-up with students as appropriate; and works with off-campus individuals and/or businesses when packages are received in error.
The incumbent also provides customer service on behalf of the department by responding to phone, e-mail and in-person inquiries for Residential Life, referring to the appropriate staff if/when necessary for further support; providing word-processing, calendaring and scheduling support for students to meet with Residential Life staff; and distributing department mail and packages. Additional general office and administrative support duties include overseeing payroll functions including helping to prepare monthly pay vouchers and monitoring completion of vouchers for departmental student and hourly staff; maintaining departmental vehicles by helping to prepare mileage/usage reports and coordinating quarterly vehicle check in conjunction with Facilities Services; maintaining department key inventory including completing annual Key Inventory Check with Seawolf Services; maintaining office supply stock for the department and ordering additional supplies when needed; overseeing CSA Supply order; coordinating Residential Life reservations which includes creating and maintaining a system of reservations for Residential Life equipment, vehicles, and community rooms, collaborating with Conference and Event Services (CES) to reserve campus rooms and monitoring return/inventory of Residential Life equipment and room/vehicle keys. The incumbent also oversees Residential Life temporary rooms, maintaining occupancy records and providing weekly updates to staff and Housing and coordinating the cleaning of rooms upon becoming vacant; maintains and updates departmental records of property and completes annual Physical Inventory tracking report.
Performs other secondary duties as assigned.
Duties take place mostly in an office setting located on the Sonoma State University campus. The regular schedule for this position is Monday through Friday aligned with regular campus hours. Overtime, weekend and evening hours may be required and will be specified only by the supervisor to meet operational needs. Your specific start time is determined by your Appropriate Administrator to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator.
Qualifications Requires completion of a high school degree or technical/vocational program and a minimum of two to three years related, progressive office experience, or an equivalent combination of education and experience to be proficient in performing work assignments. Must have strong working knowledge of Microsoft Excel and Microsoft Word; possess strong interpersonal skills, critical thinking skills and excellent written and oral communication skills, including a thorough knowledge of English grammar, spelling, and punctuation; an ability to perform basic mathematical calculations, thorough knowledge of office systems and the ability to use a broad range of technology, systems, and packages with the ability to update and retrieve information from database applications.
The incumbent must have the ability to learn, interpret independently, and apply a variety of complex policies and procedures; demonstrate the ability to maintain accurate records with a high level of attention to detail; basic working knowledge of applicable university infrastructure, policies, and procedures; and ability to independently handle multiple work unit priorities, projects, and meet deadlines in a timely manner. The incumbent must have the ability to work effectively both independently and as part of a team; solve problems using reasoning and judgment to develop practical, thorough, and creative solutions; prioritize multiple tasks to meet changing priorities; be detail oriented and possess strong organizational skills; possess experience responding with sensitivity to individuals from diverse backgrounds; demonstrate competency in effectively presenting standard information in writing, and understanding, interpreting, and communicating procedures, policies, information, ideas and instructions; ability to respond to routine inquiries and explain standard policies and procedures to others; draft and compose correspondence and standard reports; and enter data by keyboarding. The incumbent must be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment, as well as 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.
Application Process Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
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.
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 www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at 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 firstname.lastname@example.org
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Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apa...rtment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.